February 2023 DRAFT Minutes
North Somercotes Parish Council
Minutes of the Meeting of North Somercotes Parish Council held on Monday 20th February 2023 in St Mary’s Church Hall, Keeling St
There were no members of the public present. Cllr Rickett had given his apologies and was not in attendance.
The Chair thanked everyone for attending and opened the public session at 7.06 pm
Public Session
a. Any updates from County and District Councillors
i. District Cllr Paul Rickett - absent
ii. County Cllr Danny McNally – noted that the Lincs County Council budget has been set at a 5% increase, which includes £8m to be used from reserves. From March 2025 ELDC will be taking food waste in the household recycling. There will be further information on the Green Homes Grants later this year, and workshops on how Community Benefit projects can access the £6.14million Prosperity Funding are being organised.
b. Comments from members of the Public on agenda items or issues for consideration for future agenda
i. Future of Post Office Services in North Somercotes – the situation regarding having no local Post Office service remains of great concern to many people. The latest update from the Post Office is that there are discussions ongoing with a potential provide in North Somercotes, but the checks and due diligence that must be carried out take approx 8 weeks, so it will be sometime before the outcome of those discussions are known. If the provider is not within the parish, the parish council will be able to consider how and if it can perhaps facilitate outreach services into the parish, once the position is clear, but there are no statutory duties or powers that the parish council can exercise to intervene in this matter.
ii. Proposed Village event 22 July 2023 12-5pm Playing Field – a meeting was held on Friday 17th Feb 2023. There were only 4 people who turned up to discuss the proposed village event, including the Clerk, so this is now unlikely to proceed.
iii. Village Hall Event for the Coronation – the Clerk has provided some information on the contact for Highways closure as the Village Hall are considering an event for the Coronation which may involve closing the layby area outside of the Village Hall, which is considered part of the highway.
The Chairman closed the public session and opened the meeting at 7.15 pm
20/2/23-1 a. Present: Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr Stuart Arundel, Cllr John Kennedy, Cllr Roger Maidens, Cllr Danny McNally, Cllr Trisha Newman, Cllr Lynda Plater, Cllr Shaun Smalley, Cllr David Wallis, Cllr Paul Walmsley, Sheila Pearce – Parish Clerk & Responsible Financial Officer.
b. Apologies for Absence – none.
20/2/23-2 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.
20/2/23-3 Minutes of 23rd January 2023 Meeting – It was RESOLVED to adopt and sign the draft notes as accurate minutes, and the Chairman signed and dated them.
20/2/23-4 Clerk’s Report on matters outstanding – the Clerk updated on the following for information only
a. Cemetery – tree removal will now be done as soon as possible; the mapping of graves and checking is going to be an ongoing large piece of work; Cemetery records database software will be installed install on 7/3, with training on 13/3, and then data entry will be organised; ground conditions – there have been a number of sinkages and this is having an impact on some gravestones – some areas have already been back-filled, and the Clerk will monitor and check affected headstones when doing the hand-check shortly; details of the proposed works to the Garden of Remembrance have been sent out to three builders; the free hedging will arrive at the end of March; bulbs will be sourced for the edges of the main path up to and perhaps in between the twin chapels, and wildflowers to be trialled in some of the older areas once it is clear what is in the ground below.
b. Budget Setting 23/24 - precept request has been submitted and safe receipt confirmed
c. Councillor community grants – letter of grant received and the £530 now in the bank
d. Amenity Area – prepared requirements for quote – see 7 below
e. Zero Carbon Parishes project – see item 5 below
f. Toilets refurbishment – quotes now being requested
g. Setting up Work Email Addresses – to be implemented for May 2023 following elections
h. Planters and Litter bins – two of each placed out – see 12 below re additional planters/bins to be purchased in this financial year
i. Environment Agency – Donna Nook Monitoring Report now awaited
j. English Coastal Path – the query on roll back at North Cotes has been answered
k. Coronation Event 8 May 2023 – the Village Hall are considering an event as noted in the public session
l. Commonwealth War Graves – proposal for small sign outside of Cemetery – Clerk to follow up
m. Planning Decisions – Clerk to invite Mike Gildersleeves to a future meeting to explain some of the recent decisions and update on the Local Plan review in respect of any changes to the Coastal Policy section of the Plan.
n. Youth Club – there are still some difficulties regarding the Safeguarding lead and Cllr McNally will speak with LCC to discuss possible solutions the Youth Services team may be able to suggest. The Clerk will also contact the current Safeguarding lead to check the position.
20/2/23-5– Zero Carbon Parishes Project –
a. The Clerk’s email regarding the totals for the proposed works for the Village Hall and Playing Fields (£7,922.49) and the shortfall compared to the £5k grant funding was considered and discussed. Following which it was RESOLVED that the £5k grant funding should be spent on the Playing Field lights in the first instance and look for alternative funding for the Village Hall. Utilising the Youth Club grant of £1k from next year’s budget would be appropriate as the Youth Club would be the main users of the replacement lighting, and the Playing Field Committee would then make up any further shortfall between the £6k and the £6,424.21 total.
b. to note other sources of funding applied for – the Clerk will continue to look for other sources of funding for the Village Hall replacement lighting and has already made some enquiries for appropriate funding.
20/2/23-6 To consider Planning applications/other planning matters received and RESOLVE the way forward
a. Planning applications for consideration – no new applications.
b. To note planning applications approved/refused/appealed – no new cases.
c. Enforcement Issues/Actions – to discuss and RESOLVE the way forward on potential enforcement issues that have been raised by members of the public:
i. Static Caravan sited on land adjacent to the Brooks, Church End (recently approved menage) - logged
ii. Lodge/caravan on land off Bridleway from Church End, near Shoalwater - logged
iii. Land off Coastguard Road Donna Nook (Bespoke) N/132/02073/22 –LAND OFF, COASTGUARD ROAD, DONNA NOOK – treatment of grey water and sewage – alleged issues of concern to be raised with Environmental Health/Environment Agency and Natural England, as well as Enforcement.
d. Any other/urgent planning matters/applications – Clerk to chase Anglian Water re response to question on the routing of main sewer pipes under adjacent properties where there are known issues with lack of fall, and number of connections from one location.
20/2/23-7 Amenity Area, School Lane/Warren Road corner – proposed works for quotation – the Clerk noted that the draft requirements had been drawn up and, pending any comments from councillors, would be sent out to obtain quotes.
20/2/23-8 Annual Parish Meeting – 5th April 2023 – the Clerk’s draft agenda and notes from the previous meeting were discussed and it was RESOLVED to publish the agenda as proposed. The Clerk will provide the annual parish council update to avoid any allegations of improper influence by councillors during Purdah in the run up to the parish council elections. Work will need to be undertaken later this year to try and generate interest/enthusiasm to make this a more Village Centred event next year, as it is a village meeting which is Chaired by the Parish Council as required by Statute, not a parish council meeting.
20/2/23-9 Highways, Paths and Lighting – to discuss/RESOLVE the way forward on relevant Highways issues
a. verbal update on problem log
- Marsh Lane corner – pavement edge - fixed
- Churchill Rd – Drain cover outside Village Institute - fixed
- Cemetery Rd trees – confirmed TPO cover
- Privet Hedge opposite Axe and Cleaver – householder agreed to do before March
- Privet hedge between The Manor House and Old Post Office – householder agreed to do before March
- Obscured light at St Mary’s Hall – unclear if light is on school or church property but spoken to St Mary’s
- tree interfering with light operation at Brock House, Keeling St – reported on fix my street as unclear if highways or householder responsibility.
b. North Somercotes Footpath/Bridleway Survey – Cllr Plater was thanked for undertaking the public footpath surveys, and the results will be sent to the LCC Footpath’s officer so that the work identified as needing to be done can be flagged up/planned.
c. Any other/urgent highways issues:
Additional issues were raised as flows:
- Public Footpath between Evison Way and Locksley Close/Churchill Rd – the overall path is much improved by the new landowner putting in new fencing leaving a wide path, however, the narrow and deep rut that has been worn when the path was a lot narrower makes it difficult to traverse the path for those with limited mobility/strollers. Clerk to report to Lincs CC Footpath’s officer.
- A1031 – between Michael’s Farm/Stubb’s and Howden’s Pullover – the road is subsiding on the bend and the Clerk was asked to report this to Lincs CC on FixMyStreet.
- Woolpack Meadows/Churchill Rd – ELDC light no 2 is out and needs to be reported.
- ELDC Light 29 on Warren Rd – is intermittently out again.
- Branches over light number 28 is a hazard for children as well as impacting on the light operation.
- 40 sign light is out on Warren Rd and school sign light on school side is intermittent.
- Replacement Litter Bin for playing field required after other one was set on fire – the one from the Axe/Cleaver corner may still be able to be used, or there may be one in the Chapel Store; Clerk to check.
20/2/23-10 Risk Management Review 23/24 –following discussion it was RESOLVED to adopt the Clerk’s updated review, and any actions as required.
20/2/23-11 Reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – Following a successful Valentines event there will be an Easter Egg Draw. The Litter bin by the playing field gate has been destroyed by fire. As noted earlier, the Clerk will check to see if there is a spare one that can be used. The Youth Club are having some issues re staffing and different ways of assisting were discussed. Cllr McNally to speak to LCC Youth Services.
b. Police Advisory Group – Cllr Newman – no 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
20/2/23-12 Finance and Audit
a) the bank reconciliation for February 2023 had been circulated and was checked and signed by the Chairman.
b) It was RESOLVED to approve the schedule of receipts of £949 and payments of £2,848.28 for February 2023
c) It was RESOLVED to adopt the updated Investment Strategy proposed by the Clerk
d) It was RESOLVED to dispose of the butterfly jacks that are no longer required from the Cemetery store.
e) The Clerk noted that the Internal Audit has been undertaken today in preparation for the Annual External Audit
f) to deal with any other/urgent financial matters – none.
20/2/23-13 General Correspondence and emails for February, Website Updates and Communication:
The Clerk noted that these have been circulated, including Purdah requirements, election information - including nomination papers, and their completion and return arrangements.
20/2/23-14 Agenda items for the meeting to be held on 27th March 2023 in St Mary’s Church Hall
Asset List update, Insurance Renewal, Chapel Field future use, elections and purdah requirements, Finance Regulations and Standing Orders, Internal Auditor’s Report
The Chairman thanked everyone for attending and closed the meeting at 8.17pm
Sheila Pearce
Parish Clerk and Responsible Financial Officer