July 2022 Minutes
North Somercotes Parish Council
Minutes of the North Somercotes Parish Council held on Monday 25th July 2022 at 7pm in the Village Hall
There were no members of the public present. District Cllr Ricket was in attendance. The Chairman thanked everyone for attending and started the public session.
Public Session
a. Any updates from County and district Councillors
Cllr Ricket commented on the council tax rebate situation, and the forthcoming changes to the recycling bins, and will email any other items via the Clerk.
b. Comments from members of the Public on agenda items or issues for consideration for future agenda
• Concern for animal welfare – the caller had been referred to the RSPCA and the British Horse Society.
• Hedgehog Preservation Society – it has been suggested that we look at the opportunity for raising awareness/helping hedgehogs, placing note in communication magazine, as part of the hedgehog highways scheme
• Result of Speed Monitoring – this has been emailed round and will be placed on the September agenda – some 40% of vehicles were recorded doing over the speed limit
• East Lindsey District Council – it was noted that it is still difficult to get the phone answered, and when it is answered it drops out. Cllr Rickett was asked to raise this issue with ELDC.
• Council Tax rebate – for those not on direct debit, there is a form that can be filled in online, but there is nothing to say that the form has been submitted when you reach the end, and there will also be a number of people who can’t go online to complete the form.
• ELDC waste bins – it appears that bins cannot be picked up, but there is a £25 delivery charge. New properties must pay for bins, but existing properties have them replaced free of charge. Cllr Rickett will investigate this.
• ELDC tree planting/hedging – Cllr Rickett/Cllr McNally was asked if he could find out further information about this announcement as the parish council are looking for hedging for the cemetery boundaries.
The Chairman closed the Public Session at 7.21 and started the Monthly meeting
25/7/22-1 a. Present: Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr John Kennedy, Cllr Roger Maidens, Cllr David McNally, Cllr Trisha Newman, Cllr Lynda Plater, Cllr Shaun Smalley, Cllr David Wallis, Sheila Pearce – Clerk and Responsible Financial Officer.
b. Apologies for Absence – it was RESOLVED to accept councillor absence/reasons for Cllrs Arundel and Walmsley.
25/7/22-2 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.
25/7/22-3 Minutes of 23rd June 2022 Meeting – it was RESOLVED to adopt and sign the notes as accurate minutes.
25/7/22-4 Clerk’s Report on matters outstanding – for information only
a. Cemetery – see 5 and 12 below
b. Community Orchard – pruning continues and grateful thanks to Cllr Drewery and Mr L G Dawson of Grainthorpe for providing, delivering and refilling the water bowser for the orchard
c. Audit – notice of public inspection placed on Notice Board and website as required
d. Communication – entry for August/Sept completed
e. Donations and Grants – all payments now made
f. Policies and Procedures order of review - to be discussed with the Chairman during appraisal as part of agreeing priority of outstanding work – eg Toilets refurbishment, Chapel Doors, Cemetery items, Emergency/Flood Event planning, Neighbourhood Planning, etc
g. Oil Scheme – a delivery is being organised at 79.99 plus vat, when Boiler Juice is 84.5 and NRG 82.5.
Cllr McNally joined the meeting at 7.26pm
25/7/22-5 Cemetery – to discuss and RESOLVE the way forward on issues arising from the 18th July Cemetery Meeting:
a. Woodworm Treatment - Following the 4thJuly treatment, pews to be restained, and the floor cleaned in the Consecrated chapel, thanks to Cllr Plater,
b. Shoring Equipment - It was RESOLVED that the Shoring Equipment be photographed and offered for sale to other councils/interested parties.
c. Youth Club - to be asked to remove the remaining pool table from the chapel store as soon as possible
d. Hedging/fencing – Clerk to speak to Cllr McNally re the ELDC recently announced scheme. Cllr Drewery to check fencing.
e. Two benches in front of Chapel – it was RESOLVED to replace the existing wood on these benches with a recycled plastic alternative.
f. Cemetery Software System – discussion took place on the need to digitise all the cemetery records, including the details of memorials (this is a separate system to the plotting of the spaces at the cemetery but would interlink with that software if also purchased). The cost, including the first year’s annual subscription is £1539, plus training at c£400 if required. The annual support/subscription is £269. This would link with the existing finance system and enable similar reports to be produced, and therefore the training required may be less. The cemetery record keeping is a statutory requirement, and it was therefore RESOLVED to proceed with this. The clerk will then make further enquiries on the initial and any ongoing cost of acquiring and setting up Plot Box, to plot all the spaces in the cemetery.
25/7/22-6 To consider any Planning applications received and resolve the way forward on these and other Planning matters
a. Any Planning applications for approval - none
b. To note planning applications approved/refused/appealed – none, appeal for Tree Tops Marsh Lane still not showing on the Planning Inspectorate website.
c. Enforcement Issues/Actions - none
d. Any other urgent planning matters/applications - none
25/7/22-7 Highways, Paths and Lighting – to discuss/resolve the way forward on relevant Highways issues
a. verbal update on problem log:
i. ELDC Street Lamp 26 on Warren Rd is still not working properly. Cllr McNally to follow this up again.
ii. Speed Monitoring – as noted in the public session, this has now been circulated to councillors and will be put on the agenda for September for discussion/any further action.
b. Any other urgent highways issues:
i. parking on pavement/grass verges – obstructing use of the pavement - note to be put in Communication regarding the impact on footpath users, especially those with pushchairs and wheelchairs when vehicles left, spoiling the grass verge.
ii. footpath/bridleways – condition reviews – Cllr Plater will be undertaking these when possible
iii. Amenity/Millenium area – weeding and maintenance required as the area is looking very untidy again. Clerk to organise, and check previously supplied costs to gravel part of the area, so easier to maintain and also ask current verge contractors cost to maintain over the year.
25/7/22-8 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – not present/no report
b. Police Advisory Group – Cllr Newman – nothing to report
c. Emergency/Flood Planning – Cllr Newman/Clerk – no report
d. Village Hall Committee – no report
e. DTE Wildlife Group – Cllr Newman/Clerk – no report, meeting to be held shortly
District Cllr Rickett departed the meeting at 8pm
25/7/22-9 Finance
a) the bank reconciliation for July 2022 was received, checked and signed by the Chairman
b) it was RESOLVED to approve the schedule of income of £707, and expenditure of £3,095.81 for July 2022
c) to deal with any urgent Financial matters - none
25/7/22-10 To receive/note general Correspondence for July, Website Updates and Communication
These have been circulated/noted.
25/7/22-11 Agenda items for the meeting to be held on 26th September in the Village Hall
Cemetery issues inc fees and rules, External Auditors Report, Clerk’s appraisal and priorities, Speed Monitoring results
25/7/22-12 Confidential Matters – it was RESOLVED that the Council would move into closed session by reason of the confidential Cemetery matters to be transacted – there were no members of the public/press remaining in the meeting at this point.
a. Minutes of the Confidential Section of the Meeting held on 25 July 2022
It was RESOLVED to adopt and sign the notes of the Confidential section of the meeting held on 23rd June 2022 as accurate minutes.
b. Garden of Remembrance
Following discussion the Clerk was asked to discuss and obtain quotes for remedial/improvement works to the Garden of Remembrance, including repairs to the walls, removal of the slabs on the inside and replace with gravel or stone chippings as previously discussed, and options for the display, cost and duration of plaques (existing/new), such as the use of kerbing with plaque spaces and columbaria, as well as looking at planting options, to make the garden an attractive and pleasant area to visit or rest in. Discussion would then take place on the preferred way forward and likely costs, so that consultation with parishioners on the chosen options could take place.
c. Potential purchase of additional land for full burials
The more immediate concern was agreed to be the essential and pressing need to update/improve the Garden of Remembrance as discussed above. Given the financial implications of these works, and the need to take out a Public Works Loan, it would be unreasonable to place an additional and significant financial burden on the parishioners via the precept, for both the GOR improvements as well as the simultaneous purchase of land to extend the cemetery, at a time which is already proving to be very challenging financially. The DEFRA Groundwater Permitting Regulations, and the potential costs and changes arising from these, were also adding to the complexity and possible ongoing financial burden of an extension. Following further discussion, it was therefore unanimously RESOLVED that the council is not in a position to proceed with the purchase of additional land to extend the cemetery at this time.
The Chairman thanked everyone for attending and closed the meeting at 8.25pm
Parish Clerk and Responsible Financial Officer