September 2020 Minutes
North Somercotes Parish Council
Minutes of the video meeting of North Somercotes Parish Council held on Monday 28 September 2020 at 7pm
There were no members of the public present, and District Cllr Paul Rickett was in attendance from7.43 to 8.27pm.
Public Session
a. Any Policing Update – Update expected next month regarding changes to reporting processes and the way the police communicate with the public.
b. District & County Cllr McNally/District Cllr Paul Rickett – County/District Council updates
i. Cllr McNally – Road closure commenced at Tetney on the A1031 from 28/9, and the B1200 will be closed at Saltfleet at the beginning of November.
ii. Cllr Rickett – ELDC full council meeting to be held at the end of October, which will be the first since August 2020. There is Councillor funding that can be used for COVID19 related items, for example additional cleaning materials to help enable community centres to open.
c. Any items raised by members of the public or comments on the agenda:
i. Trimming of hedges and foliage from highways – notice put in Communication magazine following queries from members of the public.
ii. Public Rights of Way – several queries have been raised and dealt with, including grass cutting and removal of fallen trees/ivy, and problems with crops preventing use.
iii. Installation of additional Flagpole on Sea Bank – following a query regarding installation of a new flagpole this has been taken up with the new Training Officer.
iv. Parishioners taking part in Project Nova for Remembrance Day – the Clerk has circulated the details of this project see item 9b.
v. Complaint re lack of strimming between gravestones in the cemetery – this has been taken up with the contractor, along with the need to have the hedge trimmed as soon as possible now.
vi. Marsh Lane Road Widening – complaints were received regarding the extended duration of the pipe works, collapse of the dyke, and works being done when no signage was in place. These have all been raised with LCC Highways.
vii. Community Volunteer Scheme – in anticipation of a potential winter lockdown, the Clerk has asked those who previously volunteered if they would still be available.
viii. Allegations of antisocial behaviour – the individual had been referred to the Police and ELDC ASB Team.
Cllr Walmsley joined the meeting at 7.08pm and the Chairman closed the public session at 7.10pm and opened the Council Meeting.
Monthly Meeting
28/9/20-1
a. Present: Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr Stuart Arundel, Cllr Joy Cousins, Cllr John Kennedy, Cllr Roger Maidens, Cllr Danny McNally, Cllr Trish Newman, Cllr Shaun Smalley, Cllr David Wallis, Cllr Paul Walmsley, Sheila Pearce – Clerk & Responsible Financial Officer
b. Apologies for Absence – none
28/9/20-2 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 – Cllr McNally declared an interest in Planning Applications as Chair for the Local Authority Planning Committee.
28/9/20-3 Minutes of Extraordinary Meeting held on Monday 24th August 2020– it was RESOLVED to adopt and sign the notes as accurate minutes and the Chairman signed them.
28/9/20-4 Clerk’s Report on matters outstanding – the Clerk updated on the following - for information only
a. Public Toilets opening update – see agenda item 14 below
b. Cemetery Chapel – the Bell Cote has been repaired but the raised nails and guttering still need attention, which Carre have been asked to comment and quote on.
c. Cemetery Rules/Fees – see agenda item no 11
d. Chapel Field Development – the Chairman has made a statement for ELDC for their forthcoming publicity; plus an update on the need to get on the register will be included, put on the village Facebook page and council website, plus in the Communication magazine.
e. CLT Start Up– will be put on the October Agenda to update and move forward
f. Emergency Planning Working Group – on hold
g. Marsh Lane Road Widening – see 7c.
h. Community Trees/Orchard – expecting to get around 20 trees for the field at the bottom of the playing field, possibly some additional ones for the area at the bottom of Chapel Field, depending on what the council decides to do with that piece of retained land.
28/9/20-5 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – the football club should be starting again shortly although the Pavilion will not be used as unable to comply with COVID19 rules at present. Signage awaited for the Play area.
b. Police Panel – Cllr Newman – awaiting notification of the changes to Police Panel operation.
c. Emergency/Flood Planning – Cllr Newman/Clerk – on hold
d. Village Hall Committee – no report
e. DTE Wildlife Group/Seal Season – Cllr Newman/Clerk – no report
28/9/20-6 To consider Planning applications received, and Resolve the way forward on these/other Planning issues
a. Enforcement Cases – no further information from the LMDB regarding the dung in the dyke on Marsh Lane.
Cllr McNally left the meeting at this point.
b. Planning Applications:
i. N/132/01287/20 - Alterations to the existing dwelling to increase the existing roof height by 1.2 metres with the addition of dormer windows to provide additional bedrooms in the roof space. OAK HOUSE, KEELING STREET. It was RESOLVED to confirm support for this application which had been submitted using the email procedure.
ii. N/132/01488/20 - Section 191 application to determine the lawful use of the land as a touring caravan site with the storage of caravans over the winter. PIGEON COTTAGE, CONISHOLME ROAD. Following discussion It was unanimously RESOLVED to confirm the support for this application.
iii. N/132/01543/20 - Section 73 application in relation to condition no. 1 (occupancy) as imposed on planning permission reference no. N/132/02058/90 which was for the erection of a bungalow and garage in connection with the existing garden centre. WILLOW HOLT, MARSH LANE. Following lengthy discussion councillors considered this application but were unable to support it. There are few opportunities for business activity in the parish, especially those with living accommodation attached and it was noted that this property has not been offered to the market with the condition attached - albeit the previous business which originally enabled the dwelling to be built is not currently in operation. The Parish Council therefore RESOLVED to Object to the removal of the condition.
c. Planning Consultations – see agenda item 8 below.
Cllr McNally rejoined the meeting at 7.40pm.
28/9/20-7 Highways, Paths and Lighting – to discuss/resolve the way forward on relevant Highways issues
a. Any additional items to report – the Clerk has passed on comments regarding the condition of part of the Millfield public footpath to the LCC Footpath’s Officer. Requests to deal with overhanging foliage/hedges not on public highway – note put in Communication magazine.
b. Update on actions for the list provided to Cllr McNally:
i. A1031 Parking at Axe and Cleaver Crossroads – will be assessed at a more appropriate time.
ii. Road repairs between Scupholme Pond and Cormack Engineering – rescheduling date expected to be next month
iii. standing water outside Primary School/alongside Oasis Lakes/Warren Road – drain jetting to be done, date awaited
iv. chippings and standing water outside Bay Horse – some work done on the footpath – check if resolved.
v. extension of 30mph on Conisholme Rd and extension of 40mph to cover the turning into Eau Bank – official request for a traffic regulation order has been submitted.
c. Marsh Lane Road Improvements – the response to the request to the Environment Agency for an update on the Road Widening progress/dates and local drainage programme has been circulated.
d. Any other/urgent highways issues
i. Cracked Trunk on willow Tree on corner of Oasis Lakes/A1031 opposite the school – notified to landowner, school and ELDC/LCC.
ii. State of the pathway to school between School Lane and the Primary School – Cllr McNally will check and report as appropriate.
28/9/20-8 Consultations
a. Proposed Coastal Local Development Order – to consider and RESOLVE the Council’s response:
to assist holiday parks within the defined Coastal Zone with their recovery from the economic impact of Covid-19 as well as encouraging the broader economic regeneration of the area.
Following lengthy discussion the council RESOLVED to respond to the consultation, recognising the benefits of extending the season but also noting the inconsistency of approach to flood risk for housing/caravans, and registering a number of concerns with the proposal and its timing, relevant to the potential for negative impact on local health and emergency services in the event of a second wave.
b. Planning for the Future – it was RESOLVED that the Clerk/Chair would consider and respond as appropriate and if councillors want to add any specific comments, they should forward these to the Clerk as soon as possible (closing date 15 October 2020) or make their comments direct.
District Cllr Rickett left the meeting at 8.27pm and Cllr McNally left at 8.30pm
28/9/20-9 Arrangements for upcoming Local Events in the light of COVID19 rules and requirements
a. Seal Season – discussion took place on the information that was known regarding the proposal to have a ticket managed approach. The Clerk was asked to make a formal request to the Wildlife Trust/DIO-RAF for an update on the particular areas of concern, including managing public expectations ahead of the season, dealing with the potential for any public order issues, location and timing of signage, as well as extent of traffic management arrangements.
b. Remembrance Parade – discussion took place on expected COVID19 rules and guidance for the event, and management of the risk, taking into account the government advice and rules. The Clerk confirmed that the Bugler should be available and Cllr Maidens confirmed that he wished to do the reading, but it was agreed that it would be difficult to adequately manage the road closure with the resources available, and that this would potentially encourage people to gather. It would also be difficult without extra resources to enforce the requirement for social distancing. It was RESOLVED that no formal event should therefore be held, but the Bugler and the Reading could still be carried out to remember The Fallen from the safety of the garden behind the War Memorial. The Clerk will notify those who usually attend, where known, that no official event is going to be held, and that members of the public and others can lay their wreaths at any other time up to and including the 11th November, and members of the public can be encouraged not to attend at the same time on the morning Sunday 8th, but instead to remember The Fallen in different ways, by participating in the various different projects, including Project Nova for example, that are being suggested.
28/9/20-10 Finance and Expenses
a) the bank reconciliation for August and September 2020 was noted and checked by the Chairman.
b) It was RESOLVED to approve the schedule of Payments of £3,634.92 and Receipts of £27,097.10 for August and September 2020. Plus the Clerk will also process payments for the Bell Cote Repairs, Councillor Training and survey and excavation work at the toilets - these will be listed for October 2020.
c) The Chairman noted that a change had been made to the Clerk’s expenses claims for home office use, following the previously agreed change to phone/broadband arrangements, which resulted in a saving for the parish council.
28/9/20-11 Cemetery
a. Maintenance works required in the Cemetery – it was RESOLVED to proceed with the removal of lower branches and tidying up of all trees in and around the Cemetery grounds/boundary in accordance with the quote received.
b. Cemetery Rules – it was RESOLVED to approve the Clerk’s amendments to the Rules, which include the COVID19 statement, and the purchase of the Sanitiser station for the Cemetery of £155 plus delivery.
c. Cemetery Fees – i. it was RESOLVED to approve the addition to the fees table, and ii. it was also RESOLVED that where full prepayment has been made, no further payment will be required at a later date if the fees have increased at the time of interment.
d. Chapel Repairs – the Clerk has again requested a quote from Carre Heritage for the outstanding works required on the raised nails (storm damage) and guttering, plus the raised nails on second chapel after the later storm. A plan for taking action on the other items identified in the Inspection Report is still outstanding
28/9/20-12 General Correspondence for August/Sept, Website Updates and Communication - as circulated.
28/9/20-13 Agenda Items for meeting to be held on 26 October 2020/future meetings
a. Chapel Field – future maintenance/use of retained land (Nov/Dec)
b. Public Toilets
c. Fire Resistant Cabinets
d. Parish Council Website update
e. Communications Strategy and Policy (Nov/Dec)
f. Preliminary Consideration of 21/22 Budget setting
g. Community Land Trust Set up
h. Neighbourhood Planning (November/December)
i. Footpaths Annual survey of usability/signage
j. Housing Allocation Rules
28/9/20–14 Confidential Matters – it was RESOLVED that the Council would move into closed session by reason of the confidential/personnel matters to be transacted – there were no members of the public present in the meeting at this point.
a. To consider the Risk Assessment, additional works/cleaning and implication for staff and other costs in relation to reopening of the Public Toilets: the Clerk provided an update and following further discussion it was RESOLVED to approve the Risk Assessment, and the associated additional expenditure on cleaning materials, plumbing and staff time required to proceed with opening of the disabled section. It was noted that the mains water leak now appeared to be on a redundant supply line which was connected to the parish council’s mains pipe. This connected supply has been vacated since 2012, yet a new meter was put on to this supply pipe by Anglian Water in September 2014. The Clerk has taken this up with Anglian Water asking them to remove the meter and supply line attached to the council’s water pipe and requested a refund of the £380.
The Chairman thanked everyone for attending and closed the meeting at 9.45pm.