May 2024 - Minutes of Meeting
BICKER PARISH COUNCIL
Minutes of the Annual Parish Council meeting
Held on Wednesday, 15th May 2024 at 7.10pm
In the Methodist Hall, Bicker
Present:
Cllr Kelly - Chair
Cllr Bateson
Cllr Pell
Cllr Carrott
Cllr Mountain
County Cllr Brookes
Clerk – Alison Delaney
Previous Clerk also present – Diane Fairweather
38/24 – APPOINTMENT OF CHAIR AND SIGNING OF DECLARATION OF OFFICE – Cllr Bateson was nominated by Cllr Pell, seconded by Cllr Carrott. Resolved that Cllr Bateson become Chair. Cllr Bateson accepted and signed the Declaration of Office. Cllr Bateson thanked Cllr Kelly for her excellent work as Chair.
39/24 – APPOINTMENT OF VICE CHAIR – Cllr Kelly was nominated by Cllr Carrott, Cllr Pell seconded. Resolved that Cllr Kelly become Vice Chair. Cllr Kelly accepted.
40/24 – TO RECEIVE APOLOGIES - were received and accepted from Cllr Brown and Borough Cllr Cantwell who both had a group meeting at Boston Borough Council. Resolved to accept these reasons for absence.
41/24 - TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE
LOCALISM ACT 2011:
Cllr Carrott – Trustee of Bicker United charity. Member of Wind Farm Trust and Bicker Conservation Group
Cllr Mountain – Parish Council representative on Bicker United charity.
42/24 – TO NOMINATE REPRESENTATIVES:
Bicker Village Hall – Cllr Kelly. Nominated by Cllr Carrott, seconded by Cllr Pell. Resolved that Cllr Kelly continues as the PC’s representative.
Bicker United charity – Cllr Mountain nominated by Cllr Carrott, seconded by Cllr Pell. Resolved that Cllr Mountain continues as the PC’s representative.
42/24 – TO APPROVE NOTES OF LAST MEETING –Proposed Cllr Bateson, seconded Cllr Pell. The Chair signed the minutes, and it was resolved to adopt the minutes as a true record.
43/24 – TO RECEIVE UPDATES FROM COUNTY COUNCILLORS: County Councillor Brookes reported there was a link on the LCC website for a Traffic Management Review survey and a Bus Services Survey, which he encouraged Councillors to complete.
44/24 – TO RECEIVE UPDATES FROM BOROUGH COUNCILLORS: Borough Cllr Cantwell had provided the Five Villages Borough Councillor Update 2024 via email (see Appendix A below)
Borough Cllr Cantwell had also provided information on the Resilience and Emergency Working Group being set up which had been circulated to Councillors (see Appendix B below)
Action: Clerk to add to next agenda for discussion and decision on participation.
45/24 - TO RECEIVE UPDATE FROM CLERK
Village signs: options and prices for village signs to remind drivers that they were entering a 30mph zone had been circulated to Councillors by the Clerk previously. Councillors considered the cost was quite high and agreed to review once the speed indicator signs have been installed at Monument Road, Drury Lane and just past the Park at Low Gate Lane.
Speed Indicator Signs: Councillors agreed a grant application should be made to fund the purchase of these (closing date 1st July). PC has the funds to cover the cost if grant is not successful. Previous Clerk has also approached the Solar Farm and Triton Knoll, no response yet.
Action: Clerk to confirm with the company who supply the signs that we want them at the price already agreed.
NALC (National Association of Local Councils) - new Model Financial Regulations: Clerk advised that these had been issued and should be adopted.
Action: Clerk to review our current regulations and circulate a draft before the next meeting for Councillors discussion and approval at the meeting.
LALC documents and policies list – Received by Clerk when she attended training recently.
Action: Clerk to review our current policies against the list and bring recommendations to next meeting for Councillors to review.
Review of Burial fees – It was noted by the previous Clerk that these have not been reviewed for some time.
Action: Clerk to add as an agenda item for discussion and decision at next meeting.
Social media: The PC does not have a social media presence. It was agreed it would be useful for the PC to be able to post information about meetings and events on social media.
Action: Clerk to research social media options and add as an agenda item for discussion at the next meeting.
Park apparatus – installation of new swing has been delayed slightly. Will be installed in two phases during weeks commencing 17th and 24th June.
46/24 – TO RECEIVE FINANCIAL REPORT
To Approve Payments as Per Schedule (see Appendix C) - Approved. Cllr Pell. Seconded Cllr Mountain. Councillors resolved to approve the accounts for payment.
It was noted that income from William Kent is in relation to memorials in the cemetery.
Previous Clerk reported that the Lancaster Memorial event last month was well attended by locals, relatives, and overseas visitors.
Action: Clerk to speak to Methodist Church accountant about splitting the monies donated for the upkeep of the memorial which is the Parish Council’s responsibility.
47/24 - To Discuss Planning Applications Received Since Last Meeting
B/24/0106 – no comments from Councillors on the application
B/24/0117 – no comments from Councillors on the application
B/24/0179 – no comments from Councillors on the application
B/24/0180 – no comments from Councillors on the application
Dropped kerb at the property on the corner of Red House Lane has been brought to the Council’s attention. Not considered suitable by Councillors as at a junction and very close to the bus stop. No planning permission has been sought.
Action: Clerk to report to BBC.
A resident had mentioned that Portacabins were going up at the front of the new school. Clerk confirmed there was nothing about that on the planning website. Considered that if they were temporary structures, planning might not be required.
48/24 – TO REVIEW ARRANGEMENTS FOR THE UPKEEP OF THE CEMETARY:
Parishioners had complained to a Councillor about the poor quality of the workmanship and behaviour of the contractors working in the cemetery.
Action: Clerk to speak to Malc Firth Landscapes again about the quality of the work in the cemetery and insist on an immediate improvement.
A question was asked by a Councillor in relation to who was responsible for topping up the earth on sunken graves. Previous Clerk said that it would be the gravedigger when he had excess earth from a new grave.
49/24 – TO RECEIVE MEMBERS REPORTS:
A previous question had been raised about when the part-built houses in Milking Hall Lane would be completed. Possibility that they cannot be completed until they are connected to the main drain. Area of water collecting in the middle. None have currently been sold.
PREVIOUS ACTION: Cllr Brown will make enquiries with planning colleagues in relation to the reason for the delay.
Update – Cllr Brown has not had a response from planning colleagues on this matter yet.
Councillors had noticed mole hills in the area opposite the Red Lion Public House.
Action: Clerk to ask pest control contact to have a look and advise on the course of action.
Councillor reported the tree surgeon had not cut the branches hanging over the slide.
Action: Clerk to contact and ask him to complete.
New Chair would like to attend LALC training.
Action: Clerk to provide dates and book a place.
50/24 - To Receive Correspondence - None received.
DATE OF NEXT MEETING:
It was noted that Bicker Village Hall is likely to be out of use for some time because of the issues with the roof.
Methodist Hall cannot accommodate the PC meetings on Thursdays as they have a regular booking.
Action: To preserve the second Thursday of the month dates, Clerk to enquire if the Ruby Hunt Centre, Donington is available on Thursday, 13th June and Thursday, 11th July (no meeting in August). Alternatively, move the meetings on Monday, 17th June and Monday, 15th July at the Methodist Hall.
The meeting closed at 8.35pm
APPENDIX A
Five Villages Borough Councillor Update
Since being elected in May last year we have been active in supporting all our parishes in the ward and it has been great to meet so many of our residents as well. We both regularly attend Parish Council Meetings and help residents when they contact as well. We hold monthly surgeries, and we will continue this going forward, you will also find our contact details/ward surgery dates on posters around the ward. For residents worried about the National Grid Pylon route we have held a public meeting with Matt Warman MP where residents were able to voice their concerns. Furthermore, we both sit on the Outer Dowsing Energy Project Community Liaison Group and always raise concerns of our residents. Both of us are Parish Councillors for different villages and I sit on the Bicker Trust while Councillor Brown sits on the Rural Services Network (SPARSE Rural, Rural Services Partnership, RSN Community Group) as council representatives so we are keen to get stuck in supporting our villages.
For the past year Councillor Brown sat on the Planning Committee and has continued to give his views and put his vast experience on the committee to use. I have sat on the Licencing Committee and where we have updated the policy and guidance for Taxi Drivers introducing a points system that drivers must abide by. I also sit on the Audit and Governance Committee and have worked with other councillors to get the 2021/2022 and the 2022/2023 accounts agreed, scrutinised failings with payment cards in the council and word with our auditors to ensure that residents are getting value for money out of their council.
Councillor Brown has had a busy year as Mayor of Boston and has raised a considerable amount for his chosen charities, The Salvation Army and the RNLI, he has attended many events throughout the year in Boston, wider Lincolnshire and outside the county as well. We have both continued to raise the needs of our villages with the Borough Council and will continue to do so, both at Boston Full Council Meetings and directly with Council Officers.
We look forward to supporting our Parish Council’s in the future and it is important to thank the Parish Council and all the village groups for their hard work this past year.
Councillor Brown and Cantwell
Five Villages Councillors
APPENDIX B
Hi all,
Please see the agenda for our meeting on the 22nd of May 2024 7pm at Algarkirk Village Hall.
1. Welcome
2. Apologies
3. Updates from last meeting
4. Terms of Reference
5. Proposal Pack
6. Funding
7. Future Meeting Details
8. Any of Business
9. Date of next meeting
Please also find the Draft terms of reference for the group and the proposal letter I have sent to Parish Council’s
All the best,
James
Councillor James Cantwell | Five Villages Ward | Boston Borough Council
James.Cantwell@boston.gov.uk |
Telephone.07766227639
Emergency Group Proposal
I would like to formally invite your Parish Council to join a new Emergency Group Partnership that is being developed between Algarkirk and Fosdyke
In early 2024 Sutterton and Algarkirk Parish Council’s agreed to join together to develop a Emergency Plan for the two villages. As neither village had the resources do this by themselves it was felt that a joint plan would be the best way to help both villages. After the first few meetings it was decided that this partnership could be expanded to include Fosdyke, Wigtoft and Bicker so to include the whole Five Villages Ward.
Each village would aim to put two representatives on this group, appointed by the Parish Council’s, who would act as the lead volunteers for the Parish and eventually recruit a small team of volunteers they could rely on if the plan was activated. Each Lead volunteer would be trained and and given a Emergency Box with equipment such as a First Aid Kit, Flashlight etc. These would be funded by the Parish Councils and potentially grant funding as well, with each village funding its boxes. These boxes would be passed to the succeeding lead volunteer if one stood down and they would be responsible for this box.
Having a joint group presents many advantages as lead volunteers from other Parish’s would be available to assist in emergencies as well. A key part of the plan is allocating a evacuation centre for the village and having a joint plan means there could potentially by 4 other evacuation centres for residents if an emergency happened in a village. Having this group will give us and the emergency services the local knowledge of vulnerable residents who may need to be checked in on or given assistance. Training will be needed for these lead volunteers, which once done will ensure the area has at least 10 people who can be relied upon in emergencies. Our plan would then become part of the wide Lincolnshire County Council Plan Emergency Plan
I appreciate that some villages may not currently have two people that would be suitable for these roles and that it may take some time for the right people to be found.
This group is in the earlier days of being formed however I hope that your Parish Council will consider joining this partnership to make our villages safer. We currently meet monthly and I would like to invite you to our next meeting on the 22nd of May, 7pm at Algarkirk Village Hall.
Kind regards,
James Cantwell
Emergency Group
Resilience and Emergency group
Terms of Reference
1. Introduction
The Resilience and Emergency Working Group is a community based
group established to co-ordinate the overall approach to community and resilience
planning for multiple villages.
2. Membership
The membership of the working group shall be at least two members each from each parish. These can be members of the Parish council and/or members of the community. The Chairman/Lead CEP SPOC of the working group will be appointed by the membership at the first meeting.
Membership shall be reviewed annually by each of the five villages parish council’s.
3. Voting
Each member of the working group has one vote. In the case of equality the Chair
has the casting vote
4. Meetings
The working group will meet at least 6 times per year. Working group meetings are
not required to be held in public.
5. Responsibilities and Aims
- To establish a community and emergency plan by the end of 2024
- Identify vulnerable people and groups within the villages which will need special arrangements in the event of an emergency
- Identify community resources which may be required
- Encourage all residents to have a home resilience/emergency plan
- Act as the main contact point for the Borough Council, the Environment Agency and emergency services for the purposes of emergency planning
6. Funding
The group will source funds through grant funding and donations from the parish
councils of the five villages, to enable equipment and resources to be purchased.
7. Life of the Working Group
The working group shall continue until deemed necessary by the membership.
8. Structure
The Emergency Planning Duty Officer (EPDO).
The EP officer is your access point into the LRF and emergency services. They will also provide your group with guidance, support and any training needs as well as being there to liaise with other agencies.
The CEP Lead SPOC
The role of the CEP SPOC will be to provide the group with the following:
* Chairpersonship for group meetings
* Arrange community emergency planning meetings, training and exercising events with the group and other agencies as required - this is done via the EP officer
* Overall responsibility for tasking out group actions
* Liaison with the parish council on community emergency planning updates, developments, debriefs and incident specific information
* Act as a point of contact for emergency services, EP duty officers and other agencies which may be involved in emergency situations involving the community
* Facilitate with deputies, quarterly emergency planning contact with the core group and volunteers to ensure a state of readiness
All others members will be CEP Deputy Lead SPOC
- In the event that the EP team become aware of an incident which may impact on your community or feel your group may be able to provide the emergency services with support, the EP duty officer will make contact with your group, working their way down the list provided by yourselves. The roles consist of supporting the CEP lead SPOC with their role and responsibilities, as well as deputising in their absence. These roles will also work alongside the group to fulfil identified tasks as directed by the group.
Community Emergency Planning Group
Members of the group will be responsible for carrying out tasks as agreed at meetings to ensure the community emergency plan is populated. they will also be a part of the wider planning group for supporting training and exercising and to identify and encourage others to be involved during times of crisis. Responsibilities include
* Risk assess what your community may likely be impacted by. this is local information important to your community.
* Develop and maintain the community emergency plan
* Collate a list of emergency volunteers who are able to be called upon at short notice to respond to a crisis as directed by the core group
* Engage with the parish council and wider community to encourage participation
* Identify and undertake training as required
* Design and facilitate community emergency exercises (with the support of the EP officers) so the plan and group are fit for purpose
9. Emergency Activation
Self-activated - This means that the emergency has happened within your community or has the potential to impact on your community. Members may become aware of the situation before any emergency services have been notified. In this case, no matter who within the group receives the information, all members must be informed. Once all know the situation the emergency members for that Parish can decide if the group needs to be activated. If those members cannot be reached then other members can make the decision to activate the plan. If you decide this is the course of action you are going to take, you should follow the below advice:
* Activate the community emergency planning group via the method which works best for you
* Agree to meet at your identified meeting place
* Lead SPOC - task a member of the core group to notify emergency services
o Task a deputy SPOC to contact the EP duty officer and notify them of the situation and the group's intentions. If the EP duty officer is not notified, we cannot support as we will not be aware of the situation.
o Task core group with gathering information for the ETHANE report
o Liaise with the parish council
* Deputy SPOCs & core group members - ETHANE
o identify vulnerable people
o identify emergency volunteers available
o identify a place of safety (if required)
o Task out and coordinate emergency volunteers to support the wider community once you have obtained enough information about the situation. *not all emergencies require people to be evacuated, sometimes it may just be information they need*
Once emergency services arrive, the lead SPOC should ensure they liaise with commanders briefing them of any activities the group has carried out. Of course, once you have contacted the EPDO they may advise your group to stand down or direct tasks to be carried out.
* EPDO activated. Occasionally your group may receive a call from the emergency planning duty officer asking for your support with a situation; or the EPDO is aware of an incident that may have an impact on your community. In these cases please follow this advice:
On receipt of a call from the EPDO the lead SPOC, or deputy depending who received the call should:
* Gather the information given in the form of an ETHANE report
* Contact the rest of the core emergency planning group and arrange to meet at identified place of safety
* Task group to undertake actions as requested by the EPDO. You may be required to activate your emergency volunteers and a key holder(s) for a place of safety.
* Remain in contact with the EPDO until they arrive and then support
Glossary
CEP - Community Emergency Planning
EPDO - The Emergency Planning Duty Officer (EPDO) The EP officer is your access point into the LRF and emergency services. They will also provide your group with guidance, support and any training needs as well as being there to liaise with other agencies.
SPOC - Stands for Single Person of Contact
ETHANE - is part of the M/ETHANE report the reason it is ETHANE and not M/ETHANE in the below email is because the M is for 'major incident declared' and this is something which cannot be done by a community group. Please see the below diagram
APPENDIX C
April Payments for Approval at the May Meeting