Minutes 2025

KIRKBY ON BAIN PARISH COUNCIL 
Minutes of the Annual Parish Meeting held on Thursday 8th May 2025  in the school hall at 7:00 pm 
  
Present: With Councillor Briscombe in the Chair, there were also present Councillor(s); 
Armitage, Obermuller, Russell, Midgley, Cole.
 
Public: There were 11 members of public present.   
 
Public forum – None.  
 
The meeting opened at 7:00pm  
 
1. Chairmans remarks 
 
Cllr. Briscombe welcomed everybody to the Annual Parish Meeting and introduced the guest speaker, Lee Duke of the Lincolnshire Resilience Forum.  

2. Apologies for absence and reasons given. 
 
Apologies received from; Cllr. Matt Savage, Parish Clerk S. Kulwicki

3. Lee Duke took the meeting through a supported process for the village to create a Community Plan in “Preparing for Emergencies”.
Lee introduced himself as part of the workforce of Category 1 and 2 responders.
Introduction
Although not yet in law, communities have been encouraged to have an emergency plan in place for the past 15-16 years that can be implemented in the “Golden Hour”. Lee and other colleagues work with and support the community led initiative to prepare a plan to deal with emergency situations that may arise. The recent big storms focussed the County Council on communities likely to be affected – in Kirkby on Bain, flooding.
The drawing up of the plan would include identifying risks; 
   What the responders might put in place to support the village
   What to put in place to support ourselves
Lee emphasised the need to contact the responders when an issue arises – and not to delay.
He added that there is assistance with funding aid afterwards.

Community Emergency Plans
 5 copies of the “Preparing for Emergencies” Community Emergency Plan booklet to support the initiative were circulated. The booklet provides templates and actions and processes to support the writing of the community plan. Copies are available online Launch of Self-Generating Community Emergency Plan …
A second booklet was also circulated, “The Community Emergency Plan Companion” suggesting how to work together with other groups.

What is needed?
 2 groups of people. 
Group 1: 
4 in the Emergency Planning Team who elect an Emergency Response Team Leader and 2 Deputy Leaders in case of holiday absence and then gather information to populate the templates from page 14.
- nominate places of safety if evacuation is necessary
- hold an annual review to check/amend details of names/addresses/contacts
 Group 2: 
Other team members contributing to volunteer roles including; meet and greet, registers, tea/coffee, door knocking with police etc. These are all “safe activities” and volunteers are not expected to always be available. These support activities enable the emergency services to focus on their work role.
Identifying problems
Nominate 1 place of safety for villagers to go to for any support. If this is flooded, tell people of an alternative safe place.
A Duty Officer is on call 24/7 365 – if we have a plan, call the team. They will support us and let key people know ie District Council etc. Build resilience through supporting other villages.
Activate the plan and County Council insurance “kicks in” indemnifying actions taken by us.
Set up an incident room for the village Group 1 Emergency Planning Team– this could be at a separate location to the nominated safe place for villagers. Have a contingency if first choice is out of use.
Consider local hazards 
- River Bain, drains, anything else?
- Vulnerable people – all of us – but especially those in need of additional support
- Trigger points 
There is an offer of training around the different roles, and how to use the plan as a community group.
The planning group can add information to the templates – it is our plan.
The Planning Group (Group 1) sign off the plan and consider whether or not to publish it and if published publicly, what data to redact. Then let the community know how to activate the plan.
Kits are then provided for the village including signage, 10 torches and whistles, hi-viz yellow vests, masks, radio/walkie talkie and foil blankets. A weather station may be available if we are quick to request one.
Once the plan is in place, Lee will arrange training; a table top discussion of whether the plan works and a possible 1 day live test to inform the community of what to expect.
Question: What falls into the plan?  The main hazard could be a road traffic accident as well as flooding.
Response: Led from the top, phone through the details to the first port of call – The County Council Customer Services Centre which is available 24 hours a day. Dialling 999 will bring a response, but if the hazard is across the county it is difficult to get through. Limited resources will result in a judgement call of help being made by the services. 
Otherwise, the first port of call is Lee. See the template in the Emergency Services Planning Support booklet for contact numbers.
Question: Is there any funding available eg towards a pump at the Ebrington Arms?
Response: There is a possible funding grant from Emergency Support to help provide equipment etc. Contribution to the cost is not dependent upon a plan being in place, but there is an expectation of a commitment to one.
Question: Would the pump be a part of the County Council insurance?
Response: Will need our own insurance anyway, but Lee will find out and report back.

Question after the meeting for the Group 1 Team to consider – What provision is there if a power cut occurs?

The Chair thanked Lee for speaking to us and prompting us into action.

4. The next meeting is scheduled for: Thursday 15th May 2025 at 7pm 
The meeting closed at 8pm