September 2023 DRAFT Minutes
North Somercotes Parish Council
Minutes of the Meeting held on Monday 25th September 2023 at 7.00 pm in the Village Hall
There were no members of the public present. The Chairman thanked everyone for coming and opened the public session. District Cllr Rickett was present for part of the meeting.
Public Session
a. Comments/updates from District and County Cllrs
Cllr Rickett – updated on the forthcoming Louth Food Festival on 1 October, the new Health Services sign posting, including for Mental health and the discussion at the recent Planning Policy Meeting on flooding issues which would impact upon this community. Reference was also made to the potential Nuclear storage facility at Theddlethorpe and the Test of Public Support which was now going to be earlier than previously anticipated, although it is still unclear which communities will actually be included in this vote.
Cllr McNally – updated on the Lincs County Council (LCC) Highways Charter, and that there will be a LCC Highways walkaround in the parish on the 24th October to look at various issues. Councillors referred to the difficulties getting out of Churchill Rd and Woolpack Meadows into Keeling St but noted that acceptable solutions may be difficult to find. The walk-around with Platform Housing to look at the problems in Locksley way had taken place but a further visit was required, including looking at the Chapel Field issues that have been raised.
b. Comments from members of the Public on agenda items or issues for consideration for future agenda. The Clerk noted the following that have been raised:
- Hedge at 19 Evison Way/Start of footpath across to Locksley Way is overgrowing path – letter to be done to householder
- Trees at rear of St Anton/Drainage Road access – Clerk has suggested the householder contact the Lindsey Marsh Drainage Board and has also contacted the Drainage board to outline the issues
- Damaged bins at Playing Field – this was reported to the Clerk and has been referred to the Playing Fields
- Narrow footpath through playing field to church end owing to the ploughed edge of the field being so close to the dyke – Clerk will check and if necessary, ask the contractors to do an additional cut
- Fields ploughed up so difficult to use footpath near Brickyard, nettles and overgrowth near Shoalwater – the fields have again been ploughed very close to the dyke making it difficult to walk the field edge without slipping into the dyke.
- Marsh Lane – overgrowth of trees and brambles – Clerk noted that this is not an area that the parish council get paid for to maintain so it will be reported on Fix My Street for a decision on action as it is impeding use of the verge by pedestrians since there is no footpath and the road is very busy at seal season
The chairman closed the public session and started the meeting at 7.20pm.
Monthly Meeting
25/9/23-1 a. Present – Cllr Stephen Brooks (Chairman), Cllr Stuart Arundel, Cllr Roger Maidens, Cllr Lynda Plater, Cllr Danny McNally, Cllr Trisha Newman, Cllr Shaun Smalley, Cllr Paul Walmsley, Cllr David Wallis, Sheila Pearce – Parish Clerk & Responsible Financial Officer.
b. Apologies for Absence – it was RESOLVED to accept Cllr Neil Drewery (Vice Chairman) and Cllr John Kennedy’s absence for the reasons given.
25/9/23-2 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
Cllr McNally made a declaration regarding planning applications at item 6a, and the Chairman declared an interest in the planning application at item 6ai.
25/9/23-3 Minutes of the Annual Meeting of the Council and the monthly Meeting held on 24th July 2023 – it was RESOLVED to adopt and sign the notes as accurate minutes.
25/9/23-4 Clerk’s Report on matters outstanding – for information only
a. Cemetery – historic records have now been entered into the new database, and the system is being used for all new entries as well as keeping the book ledgers and paper plans updated. The new plan which maps all the grave spaces in the different sections on to one is still being checked for accuracy, but this is proving time consuming given poor state of the old paper plans and some inaccuracies in the old ledger entries; potential spare plots are being identified as part of this. Garden of Remembrance - removal of slabs, new membrane and gravel, rendering of walls and creation of plinth for plaques completed, some pointing of rear wall to be done later, plaques and planting now need to be reinstalled. 500 additional free hedge plants applied for to replace those lost in the dry weather and put more around the field at the bottom of playing field. Proposed changes to Cemetery Rules & Regulations ongoing, remedial chapel roof works and pointing to chapels completed with concrete apron work outstanding – see below.
b. Amenity Area – additional quotes still being sought
c. Toilets refurbishment – one quote received, another one still awaited
d. Setting up Work Email Addresses – Auditors now confirm this is a requirement
e. Coastal Path – still awaiting confirmation of route
f. Chapel Field Housing – Platform visit has taken place but unclear if issues resolved
g. Hedgehog Champions – pack arrived and have contacted the Primary School
h. request to ELDC on 10 May for cost of additional Dog Waste bin on Bank End – response chased again and still awaited
i. Parish Council Donations 2024/25 – Swimming pool requirement still awaited, note put in Communication regarding availability, Rainbows group request – see below
j. purchase of trial dispenser and dog waste bags for Playing Field – chased proforma invoice
k. Chapel Field Future Use – neighbours to be contacted re trees, school to be contacted re growing project
l. Donna Nook RAF/DIO Land and Buildings ACV listing – information on local community, individual and group use sought as requested by ELDC
m. Bulk LPG scheme – no replies so no further action
n. Addition of inscription to War Memorial – Clerk has relayed stonemason comments back to enquirer as agreed.
o. Defibrillators – location map of each one in the parish/check registration with EMAS – outstanding
p. Bench on Keeling St – plastic lumber to be ordered to refurbish this bench.
25/9/23-5 Cemetery Matters – to discuss and RESOLVE the way forward
a. discussion took place on the Clerk’s proposal that Plaques in the Garden of Remembrance could be limited to 5 or 10 years guaranteed display, and Memorials in the main Cemetery could be issued with a permit for 30 years maximum, not indefinitely. This would be in line with the Institute of Cemetery and Crematorium Management guidelines on the Management of Memorials. No decision was taken at this stage on the duration, but it was agreed that the Clerk should set a standard material/size for plaques in the Garden of Remembrance as the condition of some of these, such as the plastic/acrylic and mirror plate plaques, were becoming unsightly and would detract from the area.
b. spoil heap removal – remaining heap will be moved 9-10 October, along with trimming of the front hedge 2/10.
c. installation of compost bin for recycling floral tribute green waste – quote for metal frame requested
d. to note situation of ashes spaces under trees – the Clerk outlined the issue with tree roots being a problem even with those spaces designated for ashes only, and an auger or similar may be required to remove roots when preparing spaces, or alternative spaces opted for.
25/9/23-6 To consider/RESOLVE the way forward on Planning applications received and other Planning matters
a. Planning applications for approval –
i. N/132/01729/23 – non-material amendments to that previously approved under Planning Permission ref no. N/132/01146/23. BRAYFIELD, WILLERTON ROAD. As this was a non-material amendment no decision was required.
ii. N/132/01685/23 - Erection of a detached garage & store with room over. FEN LANE FARM, FEN LANE, NORTH SOMERCOTES. Following discussion, it was RESOLVED to support this application.
iii. N/132/01664/23 - Change of use of land to use as touring caravan site. MEALS FARM NURSERY, MARSH LANE.
Following discussion, it was RESOLVED to support the application to increase the pitches from 5 to 14, providing that this would not have a detrimental impact on neighbouring property’s amenity.
iv. N/132/01647/23 - Siting of additional touring caravan pitches on the site of an existing fishing lake which is to be filled in. PIGEON COTTAGE, CONISHOLME ROAD. Following discussion, particularly regarding the lack of information on the biodiversity impact of removing the lake, and absence of any species report, it was RESOLVED to object to this application without these further details/mitigation proposals.
b. to note planning applications granted:
N/132/01146/23 - Erection of a barn and carport for vehicular storage. BRAYFIELD, WILLERTON ROAD.
c. Enforcement Issues/Actions – to discuss and RESOLVE the way forward/receive any updates as per request.
i. Static Caravan sited on land adjacent to the Brooks, Church End (approved menage) –to note case closed.
ii. Lodge/caravan on land off Bridleway from Church End, near Shoalwater –to note lawful use on time limits.
iii. Land off Coastguard Road Donna Nook (Bespoke) N/132/02073/22 – case closed. Allegations of connection to mains electric and water have subsequently been made and referred to appropriate authorities.
d. Tree Works Request - It was RESOLVED to ratify the decision to support the proposed tree works at Whispers, Bank End, North Somercotes, Lincolnshire North Somercotes, 1980 (132.01), Tree(s): T23 Application Reference Number: 0079/23/TPA T23 - To make safe and prevent damage. Ash - Reduce in height from 19.5m to approx. 13.5m and reduce width from 10.5m to 6m. Reduce branches over the driveway from 3.5m to 2m.
e. Any other urgent planning matters/applications
25/9/23-7 Highways, Paths and Lighting:
a. verbal update on problem log, including:
i. South Rd – programme date still awaited
ii. Warren Rd drainage – programme date still awaited
iii. Monitoring 40mph speed limit on Conisholme Rd – no action being taken after results examined
iv. Locksley Way – bottoms of trees sticking out into Road/pavement – reported and work programmed - poor state of pavement causing trips and falls – Clerk asked to do letter for residents to add their details
v. overgrown hedge –19 Evison Way next to the start of the footpath, Clerk to do letter.
vi. Howden’s Pullover access track to car park/nature reserve – contractor appointed
vii. Clerk to report difficulty using PROW near Brickyard owing to ploughed fields
viii. Clerk to request a quote if required, after checking status of PROW between playing field and church lane and at Shoalwater, if work is required
ix. Marsh Lane – verge overgrown with trees and brambles – Clerk to report on Fix My Street as not on agreed maintenance list from LCC
x. Cars parked on pavements, including outside Henley Cottage on Cemetery Road
xi. Lamp No 28 on Warren Rd not working – tree overgrowth needs reporting
xii. Lamp no 2 on footpath between Woolpack Meadows and Churchill Rd – previously reported, still not working
c. any additional issues/other urgent matters to be reported
i. Cars parked on the footpath – outside Henley Cottage on Cemetery Rd for example has been a problem, but elsewhere in the village also, preventing people from using the pavement safely.
25/9/23-8 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley – the Party in the Park was very successful, raising £3,500. Unfortunately, there has been a spate of stupidity by a small group who have been spoiling the play area and pavilion by daubing graffiti and ripping up the ground cover. The culprits were identified and assisted with the clean-up. The next event – Pie & Peas night - will take place in November in the Village Hall with music by ReGenerate.
b. Police Panel – Cllr Newman – as previously noted the PCSO’s have been lost from the beat and the Area Inspector is due to change shortly.
c. Emergency/Flood Planning – Cllr Newman/Clerk – nothing to report
d. Village Hall Committee – no report
e. DTE Wildlife Group – Cllr Newman/Clerk – pre-seal season meeting will take place on 4th October 2023. Traffic Management has been put in place for the weekends of 4/5th Nov to 9/10th Dec inclusive.
25/9/23-9 Finance and 22/23 External Audit
a) the bank reconciliation for August/September 2023 was received, checked and signed by the Chairman.
b) It was RESOLVED to approve the schedule of receipts of £4,606.36 and payments of £13,622.70 for August/September 2023
c) The Clerk noted that the 22/23 Annual Audit has now been approved by the external auditors with comments on the amendment to the assets figure, as previously reported, and the need for .gov emails.
d) to deal with any urgent financial matters
i. the Clerk noted that ELDC had failed to pay the second half of the precept on 1 September in line with normal practice and this has been raised with them. Fortunately, the current reserves position means that this has not posed a problem for this council.
ii. It was RESOLVED to approve immediate repairs to the Bell support in the unconsecrated Chapel of £75
e) The Clerk reported that a newly established Rainbows group is being set up and has enquired about funding support, for the sum of approx £600. Following discussion Cllr McNally offered to support this request with District Councillor funding, together with District Cllr Paul Rickett, so the Parish Council will consider donating towards any shortfall in the initial set up costs, once the group has established its bank arrangements.
f) The Clerk noted that the replacement of the concrete apron in front of the chapels has been quoted at £4,700 and suggested that this be considered at a later date once priority of other works has been assessed, for example the need to replace the two chapel doors.
25/9/23-10 Future replacement of parish boundary and Village Signs
The Clerk noted that the village signs on Conisholme Rd, South Rd and Warren Rd are nearing the end of their life, with the wooden supports having been replaced on all of them at some point, but now the signs themselves are cracking and rotting. The Clerk will provide some examples and styles for consideration, to inform budget setting either for 24/25 Financial year or thereafter.
25/9/23-11 To receive/note general Correspondence for August/Sept, Website Updates and Communication
a. Natural England – National Nature Reserve Extension and changes – the lack of communication or discussion about the extension to the Nature Reserve was noted and the Clerk has sought an assurance from Natural England that there will be no curtailment to the use of the beach currently enjoyed by those with dogs or on horseback, or any other restrictions introduced.
25/9/23-12 Agenda items for the meeting to be held on 23 October 2023 in ST MARY’S CHURCH HALL
Remembrance Observance 12 Nov 23 – to confirm arrangements for traffic management, the reading, bugler and refreshments.
25/9/23-13 Confidential Matters – It was RESOLVED that the Council should move into closed session by reason of the confidential personnel matters to be transacted – there were no members of the public/press present in the meeting at this point.
a. Minor Works – Following discussion of examples, it was RESOLVED to confirm the arrangements for the use of different contractors as appropriate for when the Cemetery/village maintenance worker is unavailable/inappropriate, or to achieve best value.
The Chairman thanked everyone for attending and closed the meeting at 8.54pm.
Mrs Sheila Pearce
Parish Clerk and Responsible Financial Officer