April 2019 Minutes
North Somercotes Parish Council
Minutes from the meeting of North Somercotes Parish Council held on Monday 29th April 2019 At 7.00 pm in the Luke Walmsley Pavilion
There was 1 member of the public present, and the Chairman welcomed everyone to the meeting and commenced the public session at 7.05pm.
Public Session
a. Any Comments from members of the Public on agenda items or issues for consideration for future agenda
- Complaint re lack of access to Playing Field on Thursday evenings for non-youth club members/users – the Clerk reported on the call received and the response given in accordance with previous discussions and the decision of the Playing Field/Youth Club to limit access to the Playing Field Facilities only to those attending the Youth Club on Thursday evenings.
- Further complaint about congregating young people and associated anti-social behaviour on brick bench near to Woolpack Meadows entrance – The Clerk has received a further complaint about groups gathering at other times, not just Thursday evenings – to be discussed under agenda item 9.
b. District Councillor/County Councillor McNally update on District Council and County Council Matters – see Highways item below.
The Chairman closed the public session and started the meeting at 7.09pm
Monthly Meeting
29/4/19-1 a. Present b. Apologies for Absence – It was RESOLVED to accept the absence and reasons given for Cllrs Walmsley and Webster.
29/4/19-2 To receive any declarations of pecuniary or non-pecuniary interest on any item on the agenda in accordance with the Localism Act and the Council’s Code of Conduct and Standing Orders – none declared.
29/4/19-3 Minutes of 25th March 2019 Meeting – It was RESOLVED to adopt the notes as accurate minutes, and they were signed and dated by the Chairman.
29/4/19-4 Clerk’s Report on matters outstanding – the Clerk updated on the following for information only:
a. Coastal Path – further meeting had been held with RAF and meeting with Natural England now set for 14th May 2019 – see Agenda item 7b
b. Chapel Fields – response now received from LRHA – see Agenda item 15
c. Cemetery Actions – Quinquennial inspection report/invoice awaited, Burial rights/Deed of Grant query has been raised and is being looked into
d. Crime Prevention – ANPR camera suggestion has been followed up – see Agenda item 8
e. Parish and District Elections – no contest required for Parish and District Councillor polling day 2 May
f. ELDC response re litter bins – further email sent
g. St Mary’s Tree works – permission now received for one tree, but nesting season now preventing work until later in the year
h. External Audit – needs to be submitted by 1 July 2019, see agenda item 10
i. Antisocial behaviour on keeling St/Woolpack Meadows – request to consider removal of brick bench – see agenda item 9 i. Councillor Training – evening session at Mablethorpe 9 July for new or existing councillors, or full day on 2 October at LALC’s offices at Dunhelm.
29/4/19-5 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – no report available.
b. Police Panel – Cllr Newman – minutes of Panel meeting circulated, plus confirmation of Antisocial behaviour paperwork issued by the Police to some offenders on Thursday evenings as noted at the annual parish meeting.
c. Emergency Planning – Cllr Newman/Clerk – no report d. Village Hall Committee – no report
e. DTE Wildlife Group – Cllr Newman attended the recent meeting, minutes awaited. Work to Marsh Lane, Car Park and removal of Sluice bridge to be done during this summer, details of timetable, alternative car parking arrangements, etc awaited. Signage for ‘Car Park/to the Sea’ to replace the sign removed without notice or discussion and resolve the problem of people following the RAF signs still an issue – see item 7 below.
29/4/19-6 Planning - To consider any Planning applications received and RESOLVE the way forward on these and other Planning matters
a. N/132/00538/19 - DONNA NOOK TURKEY FARM, ARK ROAD: For information only – no decision required. Application for Determination of whether or not prior approval is required for the:- a) Transport and highways impacts of the development, b) Noise impacts of the development, c) Contamination risks on site, d) Flooding risks on the site for the change of a building and any land within its curtilage from use as an agricultural building to a flexible use falling within Class B1 (Business) and Class B8 (Storage and Distribution) of the schedule to the Use Classes Order was noted.
b. to note outcome of recent planning applications:
i. TPO Warren Studio – meeting held with Tree Preservation Officer and agreement on way forward reached.
ii. N/132/02508/18 - Change of use of part of existing shop/office building to provide additional ground floor living accommodation to existing dwelling – application granted.
c. Any other Planning matters/applications
29/4/19-7 Highways, Paths and Lighting – to discuss/RESOLVE the way forward on relevant Highways issues
a. verbal update on problem areas/new issues:
i. potholes on marsh lane/junction with cemetery rd/bank end – reported at Annual Parish Meeting, these have been logged on the system
ii. sign ‘to the sea’ Marsh Lane – this had been removed without consultation with the Parish Council when the RAF signage was replaced and there are still problems with people following the new RAF signs and ending up at the RAF camp at Donna Nook instead of the car park at Stonebridge. Cllr McNally is still trying to resolve this with Lincs County Council.
iii. Standing water outside Primary School – it was noted that this is still a problem with further complaints being made, perhaps because the Gulleys don’t appear to have been jetted out yet.
iv. Very Poor road condition at Scupholme - cracks in carriageway – this work should be done as part of ‘drought related repairs’ but there is no date for this yet.
b. English Coastal Path/future access to Donna Nook – the Clerk provided an update on the further meeting with the RAF regarding the extent of the Byelawed land and issues a joint meeting with Natural England and all Landowners and Parish Council is now scheduled for 14th May 2019 from 11 am to 1 pm.
c. Donna Nook Realignment Site/Marsh Lane – the Clerk has requested a timetable of works so that this can be put in the Communication magazine to warn people about when the road or car park may be closed, how long for, and what alternative arrangements will be made.
29/4/19-8 Potential installation of ANPR camera – as per previous RESOLUTION (25/3/19-8) meeting to be held with Police/ANPR Adviser, and sources of funding to be looked at later for camera costs and ongoing annual power/maintenance costs.
29/4/19-9 Request to consider the removal of the brick bench on keeling St at Woolpack Meadows entrance owing to impact on residential amenity of nearby properties arising from antisocial behaviour
Following discussion, it was noted that the brick bench was well used by many people without issue, and therefore it was RESOLVED to monitor the situation and problem with the antisocial behaviour, involving the police as necessary.
29/4/19/10 External Audit 2018/19 – for submission deadline of Monday 1st July 2019
a) the final bank reconciliations for March 2019 – current account and investment accounts – were received and noted.
b) the 2018-19 outturn against budget – as previously circulated – minute 25-3-19 item 11c refers – were noted
c) the Internal Audit Report already received and approved – minute ref: 25-3-19 item 10a refers – was noted
d) the Risk Management review and actions – minute ref: 25-3-19 item 9 refers – were noted
e) Parish Council and Cemetery Asset Lists – the updated lists RESOLVED on 25-3-19 item 10b refers, with no subsequent changes as at 31 March 2019 – were noted
f) the general/earmarked reserves position RESOLVED on 25th March 2018 – item 25-3-19 10c refers, with no subsequent changes as at 31 March 2019 – were noted
g) taking into account the internal audit review completed on 18th March 2019 and accepted by Resolution on
25-3-19, the Annual Governance Statement Section 1 of the 2018/19 Annual Governance and Accountability Return (AGAR) was considered and it was RESOLVED to approve and sign/date Section 1 as so approved.
h) the Annual Accounting Statements Section 2 for 2018/19 was considered and it was RESOLVED to approve, and sign/date as so approved, by the Chairman of the Meeting.
i) the dates for the Notice and period of time for the exercise of public rights to inspect the accounts were noted as being Monday 17 June to Friday 26 July 2019 inclusive.
29/4/19-11 Finance
a) the bank reconciliation for April 2019 was received and checked by the Chairman and signed
b) following checking of the schedule of payments and receipts for April 2019, the cheques for payments – totalling £5,932.25 were signed, and the income of £16,956.50 was noted.
c) the end of year position for 2018/19 – Outturn v Agreed Budget (NB VAT payment pending) – circulated for the last meeting – resulting in £824 from reserves, was noted
d) any urgent/other Financial matters – the Clerk noted that the payments included a cheque for membership of the Institute of Crematoria and Cemetery Management, in order to access individual assistance with a number of complex issues that have arisen regarding Burial Grants and other associated cemetery administration, which need to be resolved.
29/4/19-12 Annual Village Meeting – any matters arising for action – the draft minutes have not yet been produced, but the action on the potholes on Marsh Lane had been actioned; the problem of standing water outside the junior school was still outstanding, and the situation regarding continued access to the walked beach path/English coastal path and whether the right of Way Claim would still need to be taken forward, should be known shortly. The attendance at the meeting was discussed and arrangements and changes for next year to be discussed to try and improve attendance and interest from parishioners should be considered before the next meeting. The Clerk will ask other Clerks about their arrangements and methods used to encourage attendance.
29/4/19-13 General Correspondence for April, Website Updates and Communication – circulated and noted.
29/4/19-14 The following items were noted for Discussion/inclusion at next meeting and Annual General Meeting – Monday 20th May 2019 - note earlier start time of 6.30 pm
- Appointment of Chairman & Vice Chairman
- Chapel Fields Housing Development
- Coastal Footpath
- Quinquennial Inspection Results/Actions
- Annual Audit
- ANPR Camera update
- CLT Steering Group proposed Meeting dates
- Co-option to two councillor vacancies
29/4/19-15 Confidential Matters – it was RESOLVED to move into closed session by reason of the confidential property matters to be transacted – and accordingly the member of the public present left the meeting at this point.
a. Chapel Field Housing Development – the Clerk provided an update on discussions with LRHA regarding the options for moving the project forward, and a joint meeting with ELDC was now being set up as soon as possible. Meeting dates will now be looked at for the setting up of the Community Land Trust, to help take the project forward and apply for potential funding.