March 2025 Minutes
Woolsthorpe-by-Belvoir
Parish Council
Minutes of a Parish Council Meeting held at Woolsthorpe Social Club
Monday 17th March 2025 at 19.00
Present Cllr. McCallion - Chair
Cllr. Bunn – Vice Chair
Cllr. Hardcastle-Waugh
Cllr. Packer
Julie Gillies - Clerk
Guests DC Rob Leadenham
Cllr. M. Whittington
Sarah Tierney, Priest in Charge of the West Grantham Group of Villages
Steve Exwood
4 parishioners
74/25 WELCOME REMARKS FROM THE CHAIR
Cllr. McCallion welcomed everyone to the meeting.
75/25 APOLOGIES: TO RECEIVE APOLOGIES FOR ABSENCE
Apologies were received and were accepted from Cllr. Bosworth and Sarah Turtle.
76/25 TO RECEIVE RESIGNATION OF CLLR. JARVIS AND PARISH COUNCIL VACANCIES PROCEDURE
Resignation received from Cllr. Jarvis was accepted.
The procedure to fill the vacancies was explained and as notification had been received from SKDC that an election had not been called, the Parish Council could co-opt to fill the vacancies. An advertisement to be published.
There were currently three vacancies.
77/25 TO RECEIVE DECLARATIONS OF PECUNIARY INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011
No declarations of Member interests in relation to agenda items were received.
No requests for dispensations from Members were received.
The meeting adjourned at 19.02 for the Public Forum.
A parishioner noted the website had not been updated to show the rearranged meeting date.
A parishioner queried whether all Councillors resided in the Parish and Cllr. McCallion was challenged as to the distance of his house. Cllr. McCallion confirmed he was within the three-mile limit of the parish.
A parishioner noted that the 2023/24-year-end figures were not displayed on the website. The Clerk to check.
Details of the consumables covered under the defibrillator contract were reported and details passed to the Clerk.
Discussion took place on the refurbishment of the telephone kiosk and potential sponsorship to purchase the paint. Details of the charity for the funding to be forwarded to Cllr. Hardcastle-Waugh.
Mr. Duff reported on the need for a training session for defibrillator use and the provisional booking of an instructor for 13th May. The training session would be conducted free of charge but room hire would be charged.
The Clerk to book the room through Cllr. Hardcastle-Waugh. Details to be advertised.
A parishioner noted that the SKDC website referred to Cllr. Bunn as Michael. The Clerk to check.
The meeting re-convened at 19.15.
78/25 COBLEAS CEMETERY
Sarah Tierney, Priest in Charge of the West Grantham Group of Villages, reported there was a verbal contract to maintain the grass around the graves and that the area would continue to be monitored. It was noted that, as part of the church’s efforts to achieve eco status, some grassed areas would not be cut until later in the season to allow wildflowers to seed, with notices displayed to inform parishioners.
It was confirmed that the water tap was operational and the water meter was being monitored to check for potential leaks, with the location of the meter provided.
The meeting adjourned to allow a parishioner to speak.
A parishioner raised a query regarding responsibility for emptying the green bin, which she was currently emptying. It was clarified that the Parish Council owns the bin and Sarah Tierney said they were encouraging recycling of flowers, with plans for a compost heap to be established to support this initiative.
The meeting re-convened.
Sarah to report back after the Parochial Church Council meeting on 24th March.
79/25 VALE PARISH GROUP (VPG)
Steve Exwood provided an overview of the group’s constitution, stating that it was established around eighteen months ago with the purpose of uniting the villages in the vale to address shared issues and enhance the community by supporting Parish Councils in achieving these goals.
Clerks to the Parish Councils were contacted, and it was agreed that each Parish Council would nominate one representative. It was explained that the VPG did not function as a decision-making body, held no authority, did not minute meetings, had no regular meetings or set agenda, and consisted of voluntary members. Interaction between the Parish Councils and the VPG was managed through the nominated representative.
Flooding was highlighted as an example of the VPG’s efforts to tackle shared issues affecting the villages, with a focus on engaging parishioners to identify the locations of watercourses, drains, and other relevant features.
The meeting adjourned at 19.27pm.
A parishioner asked whether the meetings were minuted, and it was clarified that they were not, although action notes were produced. Another parishioner queried whether membership of the group was limited to Parish Councillors and expressed that she had been unaware she could have continued representing the Parish Council at VPG meetings after her resignation from the Parish Council.
Cllr. Leadenham explained that Sarah Turtle was put forward as representative for Woolsthorpe-by-Belvoir Parish Council as there were no other volunteers.
The meeting reconvened at 19.31.
Steve continued that the VPG had been involved in events and were starting to have an influence on issues such as traffic.
The meeting adjourned at 19.32.
A parishioner raised concerns regarding an agreement with Melton Borough Council (MBC), which stated that three meetings should be held prior to an event and one afterwards, with all meetings being minuted and the minutes made available for inspection.
Steve explained that, as part of the planning process, the VPG proposed community involvement in the operation of events due to their impact on people's lives. To facilitate this, the Safety Advisory Groups (SAG) were established by Melton Borough Council, comprising relevant organisations. It was noted that SAG holds multiple meetings, which are formally minuted by Melton Borough Council.
The meeting re-convened at 19.34.
Discussion took place on the Forbidden Forest management changes.
The meeting adjourned at 19.36.
A parishioner raised the topic of the minutes from SAG meetings, and it was clarified that SAG is a private group, and their minutes are not distributed. However, the Sub SAG group produces action notes. Another parishioner expressed concern about delays in receiving information from the VPG.
The meeting re-convened at 19.42.
It was reiterated for the benefit of parishioners that concerns raised by the Parish Council were conveyed to the VPG by Sarah, and this was a standing agenda item at every Parish Council meeting. It was noted that Cllr. Mark Whittington would join the VPG. Appreciation was expressed for Sarah’s dedicated efforts, with particular thanks for her extensive voluntary work on Forbidden Forest, undertaken for the benefit of the community.
80/25 APPROVAL OF MINUTES
The minutes of the Parish Council Meeting held on 13th January 2025 had been circulated and were agreed to be a true and accurate record and were signed by Cllr. McCallion as Chair.
81/25 FINANCE
a) Resolved - To accept the bank reconciliation, payments and monies received (appendix i)
b) Resolved – To accept 2024/25 budget to actuals (appendix i)
c) Asset register – Cllr. McCallion reported that he had gone through the minutes from 1939 to present to produce an asset register.
Discussion took place on the value of the assets, depreciation, insurance value and gifted items.
Cllr. Whittington volunteered to help with values and depreciation once the asset register was complete.
Cllr. Packer to check over once finished.
Cllr. McCallion was thanked for his hard work in compiling the asset register.
d) Archives update
It was confirmed the Parish Council archives could be stored in the social club storeroom. After discussion it was agreed that Cllr. McCallion would purchase a lockable cupboard which would be secured to the wall and contain a fireproof cabinet.
The Council were asked if the plan was to digitalise all records. Cllr. McCallion to cost up this process.
e) To agree external auditor for 2024/25
It was agreed to appoint the external auditor used for the previous year.
Adjourned at 20.01
A parishioner queried the end of year balances, 2025/26 budget and reserves.
Re-convened at 20.03
It was explained that the precept remained the same at £13,000, the budget would be displayed on the noticeboard and the website, and that it was anticipated a carry forward of around £5,800 which included the reserve of £3,000.
82/25 Planning – Applications and Decisions
a) Planning Applications
Councillor Leadenham submitted a Call-In request to SKDC concerning application S24/2139 for a lawful development certificate to convert Greyhound Cottage, Woolsthorpe-by-Belvoir, into a children’s home. If approved, this would become the sixth children’s home in the parish, with five located within 500 yards of one another. The discussion addressed concerns about the concentration of homes, particularly regarding the reputation of certain providers and the implications for the village's character.
The meeting adjourned at 20.15.
A parishioner stated the reason she had previously been a Parish Councillor was due to the appalling comments on children’s homes and the perception that Councillors were afraid to voice their concerns due to living in estate owned properties.
b) Planning Decisions
There were no planning decisions.
83/25 Village Issues
a) Flooding
The map when available to be sent to Cllr. Whittington.
The meeting adjourned at 20.20
A parishioner reported on a meeting regarding flooding issues, raising concerns about photographs left by another parishioner that were taken and not returned, and the lack of communication with Cllr. Whittington about the matter. It was noted that unforeseen circumstances had delayed the volunteer in completing a flooding map, but the map would be forwarded to Cllr. Whittington as soon as it was finalised.
The meeting re-convened at 20.26.
Cllr. Whittington reported on resolved flooding issues through his coordination with highways and the flood officer, emphasizing the responsibility of landowners to clear roadside ditches. He explained that the County Council serves as the lead flood authority, managing flooding concerns across the county. Additionally, he noted that the upcoming SKDC Environment Committee would include a session where various bodies would convene to address flooding issues, improve communication, and resolve gaps in collaboration.
The meeting adjourned at 20.29
A parishioner suggested that Lincolnshire County Council could provide a map to the clerk but Cllr. Whittington said it would not be up to date so not of use.
The meeting re-convened at 20.30
b) Signage/Stop signs on Cliff Road
It was explained that it was hoped to have the ‘Give Way’ signs replaced with ‘Stop Sign’ and preferably with white lines on the road, due to poor visibility. Cllr. Whittington confirmed he would look at this.
c) Speed limiting solutions
An explanation was given to Archer Surveys and Cllr. Leadenham reported that an Archer Survey had been booked for when the Forbidden Forest was on.
d) Overgrown hedges and village maintenance
At a meeting with Antony Haslam he had agreed to get the hedge cut by the allotment sorted as well as the tree in the hedge.
It was explained that when a tenant was found for the allotment site then responsibility for the hedges would be theirs.
The meeting adjourned at 20.39
A parishioner asked when the benches and playground gates would be painted.
Cllr. McCallion volunteered to repair and paint the bench by the bus stop and strim and tidy the grassed area around the bus shelter.
The meeting re-convened at 20.42
Cllr. Bunn suggested the benches be stained and not painted. Cllr. McCallion to arrange.
e) Dog waste bin
Quotes to be gained for the bins and circulated to Councillors.
Agreed: Bins would be purchased
f) Defibrillator signage
The cost to purchase a finger sign for the lamp post opposite the telephone kiosk was in the region of £200. After discussion it was felt the lit sign was sufficient to identify the defibrillator.
84/25 Playground and Chat Benches
The estate had agreed to extend the lease for another three years as any longer was expensive due to the involvement of solicitors and as there was a wider plan for the village, a longer lease would complicate things.
The safety inspection had identified a number of issues and Cllr. McCallion to obtain quotes for the repairs.
Discussion took place on benches around the village and as there were currently seven around the village it was not considered more were needed.
Chat benches to be deferred until plans from the estate for the village were known.
85/25 Community Speed Group
This item had been covered earlier in the agenda.
86/25 Vale Parish Group
This item had been covered under minute ref 79/25.
87/25 Emergency Plan
Cllr. Hardcastle-Waugh stated communication with the estate was not forthcoming and their input was important to identify what support they have available such as access to grounds. Antony Haslam has been asked to get involved and he had confirmed he would.
A session to be carried out in the village around September time to formulate a plan in preparation for winter.
Cllr. Leadenham spoke about a Local Plan, which would identify future plans for the village.
88/25 Village Survey Update
This item had been covered under agenda item 83/25a (flooding issues)
89/25 Annual Parish Meeting and Annual Meeting of the Parish Council
Cllr. Whittington suggested inviting the Highways Manager and Flood Manager to the Annual Parish Meeting and this was agreed.
The Annual Parish Meeting to be held on 14th May at 6pm.
The Annual Meeting of the Parish Council to be held on 14th May at 7pm.
90/25 Correspondence
No correspondence to report.
91/25 Any other business
Cllr. Hardcastle-Waugh to promote the defibrillator night to other users of the Village Hall and Social Club.
Cllr. Leadenham to be given an agenda item at the meetings.
Cllr. Leadenham reported on the following:-
Community Speedwatch to take place before Forbidden Forest. A new co-ordinator was being sought to organise the group.
Cllr. McCallion confirmed he had the equipment and the trained volunteers were noted.
Sites to carry out speedwatch were listed.
The Archer Survey would record how many vehicles go through the village from Forbidden Forest.
VE Day – funding was available from SKDC and Cllr. Leadenham would forward the details.
Cllr. Leadenham was organising something for each parish to mark the two events and representatives will be invited to attend the lighting of the beacon at Harlaxton to receive their gift.
Flags to be raised at 9am in the morning, church bells rung at 6.30pm and beacons or lamps of peace lit at 9.30pm. Cllr. Packer to raise his flag.
A suggestion was made to organise an event in the Village Hall / Social Club.
Cllr. Leadenham reported on the devolution.
92/25 Date of Next Meeting
14th May at 7pm.
There being no further business the meeting closed at 21.18.