April 2023 Minutes
North Somercotes Parish Council
Minutes of the North Somercotes Parish Council held on Monday 24th April 2023 in the VILLAGE HALL, Keeling St
There were no members of the public present. Cllr Paul Rickett had given his apologies and was not in attendance. The Chairman opened the public session at 7pm
Public Session
a. Any updates from County and District Councillors
Cllr Rickett – not present/no specific comments in the run up to the District Council elections.
Cllr McNally – no specific comments in the run up to the District Council elections.
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 – no further update at present.
ii. Village events to mark the King’s Coronation – no further details from the Village Hall, St Mary’s Church holding a ‘bring a plate of food’ party in St Mary’s Church Hall.
iii. Anti-social behaviour incidents –
• Repeated Bonfires over weekends/Bank Holidays – Clerk has advised the individual to contact ELDC re anti-social behaviour and will put a note in the next communication magazine
• Bank End – use of motocross on farmers’ fields/public footpath – individual advised to contact police/101 – note to be put in communication magazine re cycling and use of motorbikes on public right of way
• Shooting of wild animals over public footpath – at the rear of The Retreat. Police involved as shooting into another person’s land/public footpath is an offence. Also reports of greenhouse glass being broken by air gun pellets – Clerk to do note to be put in communication
c. Request for additional inscription for War Memorial – the Clerk has received a letter from a relative of a John Thomas Merrikin one time resident of the parish, and a request to add his name to the War Memorial. The Clerk will make enquiries as to cost and who is responsible for payment etc, and in the meantime the information/book will be circulated for councillors to read.
d. Request for Grant/donation for the Primary School Swimming pool changing rooms – this was briefly discussed, and further information on this is now awaited.
e. request for action to be taken regarding the apparent lack of compliance with the 40mph speed limit on Conisholme Rd – motorcyclists and car drivers are ignoring the 40mph speed limit – see agenda item 9 below.
f. Availability/use of defibrillators in the village following a recent event – several comments have been made regarding the tragic death of delivery driver from heart attack on Warren Rd near the Primary School with no defibrillator used despite their being some 7 in the parish. The Clerk was asked to contact the surgery in the first instance to discuss what happened and whether a critical incident report/investigation is ongoing, and depending on the response, to invite all relevant parties to examine if any lessons can be learnt and ensure that the defibrillators are available/used to maximise possibility of saving a life in the future.
The Chairman closed the public session and opened the meeting at 7.36pm
24/4/23-1
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, Paul Walmsley, Cllr David Wallis, Sheila Pearce – Parish Clerk & Responsible Financial Officer.
b. Apologies for Absence
District Cllr Paul Rickett had given his apologies.
24/4/23-2 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.
24/4/23-3 Minutes of 27 March 2023 Meeting – it was RESOLVED to adopt the notes of the last meeting as accurate minutes and they were signed and dated by the Chairman.
24/4/23-4 Clerk’s Report on matters outstanding – for information only
a. Cemetery – over 600 hedging/trees planted with remainder to be put around playing field, mapping/database ongoing, ground conditions
b. Amenity Area – additional quotes sought – see 7 below
c. Zero Carbon Parishes project – second part of playing field lights being done
d. Toilets refurbishment – quotes sought – see 7 below
e. Setting up Work Email Addresses – to be implemented for May 2023 following elections
f. Planters – see 11d below
g. Environment Agency – Donna Nook Monitoring Report still awaited
h. English Coastal Path – still awaiting confirmation of route
i. Coronation Event 8 May 2023 – Village Hall and St Marys considering
j. Chapel Field – now need to look at removal of trees/saplings/suckers
k. Mike Gildersleeve booked to attend 26 June meeting
l. Elections – confirmed uncontested for North Somercotes – forms to be completed and signed – see 8 below
m. Youth Club request to bar others from using the playing field on Thursday evenings – advised they need to speak with PF Committee n. Issues arising from 5 April 23 Annual Parish Meeting – agenda item for May meeting.
24/4/23-5–– External Audit 2022/23 – for submission deadline of 30 June 2023
a) the final bank reconciliation for March 2023 was received and noted and signed by the Chairman
b) the 2022/23 outturn against budget had been circulated and was noted as received
c) the Internal Audit Report has been received and noted – minute ref: 24/4/23 item 11c refers
d) the Risk Management review and actions has been noted – minute ref: 20/2/23 item 10 refers
e) the Parish Council Village and Cemetery Asset Lists had been RESOLVED on 24/4/23 item 11d refers, with no subsequent changes as of 31 March 2023
f) it was RESOLVED to accept the general/earmarked reserves position as of 31 March 2023
g) following consideration, it was RESOLVED to approve the Annual Governance Statement Section 1 of the 2022/23 Annual Governance and Accountability Return (AGAR), which was then signed and dated as so approved
h) following consideration, it was RESOLVED to approve the Annual Accounting Statements Section 2 for 2022/23 which was then signed, and dated as so approved by the Chairman of the Meeting
i) it was noted that the dates for the Notice and period for the exercise of public rights to inspect the accounts as being Monday 5 June to Friday 14 July 2023 inclusive, which will be published on 15th May 2023
24/4/23-6 To consider Planning applications/other planning matters received and RESOLVE the way forward
a. Planning applications for consideration – none.
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 lighting conditions to minimise disruption
ii. N/132/00089/23 - MUNTJAC COTTAGE, WILLERTON ROAD - additional living accommodation to include first floor bedroom and ensuite – APPROVED
iii. N/132/02421/22 - Erection of a detached self-contained annexe with 3no. integral garages and stores on the site of existing outbuildings which are to be demolished. LITTLE PADDOCKS, CONISHOLME ROAD - Approved
c. to note planning applications refused: none
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: none
24/4/23-7 Quotations for Works – to discuss quotations received and RESOLVE the way forward
a. Amenity Area, School Lane/Warren Road corner - further quotes requested/chased
b. Toilets refurbishment – further quotes requested/chased
24/4/23-8– Non-Contested Election Result for North Somercotes
The Clerk confirmed the documents that are now required to be read/signed as accepted: Declaration of Acceptance of Office including acceptance of the Code of Conduct for Councillors (draft for approval), Declarations of Personal Interest, and Declaration of Election expenses (to be signed after 9th May 2023).
24/4/23-9 Highways, Paths, and Lighting – to discuss/RESOLVE the way forward on relevant Highways issues
a. verbal update on problem log, including:
i. Locksley Close/Evison Way Public Right of Way – work to improve the path width to be done in the summer
ii. South Rd – programme date awaited
iii. Warren Rd drainage – programme date awaited
b. speeding on Conisholme Rd - following discussion it was RESOLVED that the Clerk should make a request to the Road Safety Partnership for the collection of data via Archer strips regarding the apparent lack of compliance with the 40mph speed limit on Conisholme Rd, so that further measures can then be requested/considered.
c. any additional issues/other urgent issues to be reported
i. Light no 2 in Woolpack Meadows is still not working – Clerk to follow up as this was reported in February and still not done.
24/4/23-10 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – Party in the park scheduled for 12 August 2023.
b. Police Advisory Group – Cllr Newman – nothing to report
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
24/4/23-11 Finance
a) the bank reconciliation for April 2023 was received and checked and signed by the Chairman, pending the clerk entering the April figures into the finance system once year end has been confirmed as closed
b) it was RESOLVED to approve the interim schedule of receipts of £24,046.84 and payments of £18,445.59 for April 2023
c) the possibility of making a Grant application for funds for the Primary School Swimming Pool changing room roof, which had been raised in the public session, was put on hold pending clarification of the requirements.
d) Following discussion, it was RESOLVED to purchase an additional planter for South Rd to complete the replacement of rotting wooden ones.
e) It was RESOLVED to accept the quote for the works to install the circular Jubilee Bench at the Cemetery of £600 parts and labour
f) It was RESOLVED to proceed with the repair to the gate at Chapel Field/Playing field entrance £160 parts and labour
g) to deal with any other/urgent financial matters:
Additional Inscription to War Memorial - Request for additional inscription to war memorial - the letter and book will be circulated to councillors and the Clerk will enquire as to the possibility of getting the requested name added to the war memorial, plus an indication of the cost of doing so, if there is space. Decision on who would be responsible for costs to be established once these matters established.
24/4/23-12 To receive/note general Correspondence for April, Website Updates and Communication: These have been circulated, including the request for additional inscription to the War Memorial as referred to in the public session and 11g above.
24/4/23-13 Agenda items for the Annual Meeting of the Council and the Monthly meeting of the council to be held on 15th May in the VILLAGE HALL starting at the earlier time of 6.30pm
Appointment of Chairman & Vice Chairman, Future use of Chapel Field, Annual Audit 22/23, Zero Carbon Parishes Project, confirmation of uncontested Elections Result for North Somercotes, completion of signed: Declaration of Acceptance of Office including acceptance of the Code of Conduct for Councillors, Declaration of Personal Interest and Declaration of Election expenses – if not already completed, application renewal for Asset of Community Value, request for additional inscription for War Memorial, actions for the parish council arising from the Annual Parish Meeting on 5 April 23, grant application for primary school swimming pool, Cemetery – Soil heap/date for July Cemetery review meeting
24/4/23-14 Confidential Matters – it was RESOLVED that the Council should move into closed session by reason of the confidential property matters to be transacted – there were no members of the public/press present in the meeting at this point.
a. Woolpack Meadows – following discussion it was RESOLVED to proceed to relet the property on the basis agreed and using the Local Connection Criteria in the first instance.
The Chairman thanked everyone for attending and closed the meeting at 8.27pm
Sheila Pearce
Parish Clerk and Responsible Financial Officer