March 2023 DRAFT Minutes
North Somercotes Parish Council
Minutes of the Meeting of North Somercotes Parish Council held on Monday 27th March 2023 in St Mary’s Church Hall, Keeling St
The Chairman thanked everyone for attending and opened the meeting at 7pm. Cllr Rickett had given his apologies and there were no members of the public present.
Public Session
a. Any updates from County and District Councillors
i. Cllr Rickett will email any pertinent updates.
ii. Cllr McNally has emailed the Clerk re the Grantscape/Orsted funding, and the Wolds AONB 50 yr anniversary is being celebrated with various events across the Wolds area.
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 Clerk noted that the Post Office were still carrying out the Onboarding Process with a candidate in North Somercotes but are unable to comment further while this process is underway and it will take several weeks.
ii. Village events to mark the King’s Coronation – St Mary’s are intending to have a lunch whereby everyone brings a plate of food to share with others.
iii. Access to public toilets at The Hub – ELDC Offices Horncastle – the Clerk noted that she has made a formal complaint following her own experience, and on behalf of parishioners, as the visitor’s access to public toilet provision at the new offices is completely lacking in dignity and respect for visitors as well as members of staff who must accompany and wait for users to return to reception.
The Chairman closed the public session and opened the meeting at 7.07 pm
27/3/23-1 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 – Clerk and Responsible Financial Officer.
b. Apologies for Absence: District Cllr Rickett had given his apologies.
27/3/23-2 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.
27/3/23-3 Minutes of 20 February 2023 Meeting – it was RESOLVED to adopt the notes as accurate minutes, and the Chairman signed and dated them accordingly.
27/3/23-4 Clerk’s Report on matters outstanding – for information only
a. Cemetery – tree work completed, hedging to arrive this week, mapping and database work ongoing, ground conditions – some sinkage to be backfilled
b. Clerk’s Priorities for 23/24 – cemetery mapping and digitisation of records, Garden of Remembrance improvements, Annual Audit, relevant policies/procedures as required, Toilets refurbishment
c. Amenity Area – quotes sought – see 7 below
d. Zero Carbon Parishes project – first part of pavilion works done
e. Toilets refurbishment – quotes sought – see 7 below
f. Setting up Work Email Addresses – to be implemented for May 2023 following elections
g. Planters – additional two planters purchased
h. Reminder - Annual Parish Meeting – 5th April 2023
i. Environment Agency – Donna Nook Monitoring Report still awaited
j. English Coastal Path – still awaiting confirmation of route
k. Coronation Event 8 May 2023 – Village Hall and St Marys considering but no requests to help with traffic orders
l. Chapel Field – quote received to remove the debris and rubbish behind the gate- see 7 below
m. Mike Gildersleeve ELDC Planning - booked to attend 26 June meeting
n. Privet Hedge opposite Axe and Cleaver – thanks to landowner as has now been done
o. Obscured light at St Mary’s Hall –outcome awaited
p. reported tree interfering with light operation - at Brock House, Keeling St
q. Privet hedge between The Manor House and Old Post Office – householder reminded
r. Elections - Nominations – notice on board and website, key dates and reminder of purdah requirements
s. Oil Order – the latest order for over 35,000 litres was achieved at a very good price of 55.5p per litre plus vat, which was around 10p per litre cheaper than most suppliers for 500 litres, and 3p cheaper than the next nearest one for the bulk purchase.
27/3/23-5–– Financial Regulations and Standing Orders
a. It was RESOLVED to adopt the updated Financial Regulations with just the date change, as previously circulated by the Clerk.
b. It was RESOLVED to update the Standing Orders prepared by the Clerk given the minimal changes. A hard copy of both documents will then be circulated together with a copy of the Code of Conduct, so that new councillors can sign to say that they have read and will comply with these regulations and orders as required.
27/3/23-6 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:
i. N/132/02464/22 - Installation of an automated prescription dispenser machine at existing health centre. MARSH MEDICAL PRACTICE DOCTORS SURGERY – APPROVED with conditions on lighting to minimise disruption to residents
ii. N/132/00089/23 - MUNTJAC COTTAGE, WILLERTON ROAD - additional living accommodation to include first floor bedroom and ensuite – APPROVED
c. to note planning applications refused:
N/132/00049/23 - Section 73 application to vary condition no. 4 (private storage and no commercial use) previously imposed on planning permission ref no. N/132/2073/22 which was for the erection of a shed with a lean to either side. LAND OFF, COASTGUARD ROAD, DONNA NOOK,
d. Planning Applications appealed:
Plot 6 Tulip Way, Conisholme Rd – Appeal Ref - APP/D2510/W/22/3310724 – outcome awaited.
e. Enforcement Issues/Actions – to discuss and RESOLVE the way forward/receive updates on potential enforcement issues:
i. Static Caravan sited on land adjacent to the Brooks, Church End (approved menage) – investigation ongoing
ii. Lodge/caravan on land off Bridleway from Church End, near Shoalwater - investigation ongoing
iii. Land off Coastguard Road Donna Nook (Bespoke) N/132/02073/22 –LAND OFF, COASTGUARD ROAD, DONNA NOOK – investigation ongoing
f. Any other urgent planning matters/applications:
27/3/23-7 Quotations for Works – to discuss quotations received and RESOLVE the way forward
a. Amenity Area, School Lane/Warren Road corner – the Clerk has only received one reply, so will try to get
b. Toilets refurbishment – no responses but the Clerk has an indication from one supplier that they would be able to provide a quote and do the work later in the year. Clerk to see if alternative quotes can also be obtained.
c. Garden of Remembrance – It was RESOLVED to accept the proposed quote for the works as indicated, with the work to be completed in the summer. If additional works are required once the base of the walls is exposed, these will be advised for consideration before proceeding.
d. Debris/Rubbish clearance in Chapel Field behind access gate – It was RESOLVED to accept the quote from Alford Garden Services for this work, and the Clerk will ask them to proceed asap. Works to deal with the trees/saplings will then be required, particularly if the gateway/entrance from Chapel Field Housing is required to be used at any time.
27/3/23-8– Insurance Renewal – it was RESOLVED to accept the renewal quote based on the Clerk’s proposals for cover and based on a three-year term to try and limit costs to an inflationary/index linked increase.
27/3/23-9 Highways, Paths and Lighting – to discuss/RESOLVE the way forward on relevant Highways issues
a. verbal update on problem log – work to lights already reported (Woolpack Meadows, and light 28) still awaited. Cllr McNally to clarify with LCC highways what is going to happen and when with Warren Rd outside the primary school as the standing water is freezing on the pavement alongside the lakes making walking on the pavement dangerous and the mud and slippery surface outside the primary school is also unacceptable. The same information is also needed for South Rd.
b. any additional issues/other urgent issues to be reported
i. Telecom works – Axe and Cleaver Corner – lack of notice to parish council on the infrastructure works being done by Quickline, which is possibly affecting the new planter and seems to be making a great deal of mess next to the planter.
27/3/23-10 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – a Party in the Park event is planned for 12 August with Clout and another group. The PF committee have been considering restarting the Car Boot Sales but really this would need separate vehicle access in/out of the playing field, through the Chapel Field development entrance. This was briefly discussed and considered unlikely to be suitable; it was suggested instead that they be held at a different venue in the village, which would be more suitable and therefore easier to manage.
b. Police Advisory Group – Cllr Newman advised that the Louth Town and Rural team would be losing most of if not all their PCSO’s; Lincs is not the only county in this difficult position. The recent reports of the commercial vehicle travelling round and taking items without permission have been progressed with action pending.
c. Emergency/Flood Planning – Cllr Newman/Clerk – nothing to report
d. Village Hall Committee – nothing to report
e. DTE Wildlife Group – Cllr Newman/Clerk - nothing to report but noted that John Boisson is apparently no longer the Training Safety Officer for the DIO Air Weapons Range at Donna Nook, though no official notice of this or the name of his replacement has been received.
27/3/23-11 Finance and Audit
a) the bank reconciliation for March 2023 was received and signed by the Chairman
b) it was RESOLVED to approve the schedule of receipts of £1,102 and payments of £3,323.86 for March 2023. The Clerk noted that these figures may need to be updated once the year end figures are completed after 31 March 2023.
c) the Internal Auditors report following the inspection on 20 February 2023 was received and noted.
d) It was RESOLVED to accept the Clerk’s updated Asset List of the council.
e) to deal with any other/urgent financial matters+
It was RESOLVED to approve the expenditure for Alford Garden Services to assist with the planting of the free hedge and tree plants for the sum of £320.
27/3/23-12 General Correspondence for March, Website Updates and Communication: these have been circulated by email, in addition to the hard copy letter from Victoria Atkins MP regarding the Bird Flu outbreak.
27/3/23-13 Agenda items for the meeting to be held on 24th April in the VILLAGE HALL
Year-end outturn versus budget, Annual Audit, Chapel Field future use (May) Asset of Community Value (May).
The Chairman thanked everyone for attending and closed the meeting at 8.17pm.
Sheila Pearce
Parish Clerk and Responsible Financial Officer