April 2024 Agenda
North Somercotes Parish Council
NOTICE IS HEREBY GIVEN that the next Meeting of North Somercotes Parish Council is to be held on Monday 22nd April 2024 At 7pm in the VILLAGE HALL, Keeling St
Councillors are hereby summoned to attend.
Agenda
Members of the public are invited and welcome to attend the whole meeting, except for items where their presence is prejudicial to the public interest, and are permitted to make representations to the Council, answer questions and give evidence (up to 3 mins per person/subject) in respect of any item of public business listed on the agenda during the public session, which is normally 15 minutes before the start of the meeting. The meeting may only consider the business on the agenda; the Agenda and Minutes for the Parish Council Meetings are available on the Parish Notice Board, or from the Clerk, or on the website, together with the schedule of future dates and the Public Participation in Meetings Procedure - see http://parishes.lincolnshire.gov.uk/NorthSomercotes. Meetings of the Council may be recorded.
Public Session
a. Any updates from County and District Councillors
b. Comments from members of the Public on agenda items or issues for consideration for future agenda
i. Concerns over instances of drink driving in the village
ii. request for an additional waste bin on Conisholme Rd to help with the issue of cleaning up dog waste
iii. other hedging in Loxley way overhanging pavement – letter to be done for home occupier/owner
Close of Public Session and Start of Monthly meeting
22/4/24-1 a. Present b. Apologies for Absence – to RESOLVE whether or not to accept councillor absence/reasons
22/4/24-2 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
22/4/24-3 Minutes of 25th March 2024 Meeting – to RESOLVE to adopt/sign the notes as accurate minutes.
22/4/24-4 Clerk’s Report on matters outstanding – for information only
a. Cemetery – repair to the metalwork on the bell outstanding, first draft mapping of grave spaces submitted, issue with monument database to be resolved, quotes sought for fence replacement, Valuation Office reply submitted, further note put in Communication re future use of Floral foam/oasis and plastic flowers/tributes, with unauthorised plaque/vases and other items being removed to the chapel store, see also 8A and B below
b. Setting up Work Email Addresses – completed new email for Clerk, councillors to be done
c. Coastal Path – still awaiting confirmation of route
d. Chapel Field Housing – poor quality turf still needs to be replaced as tenant cannot use garden
e. Chapel Field Future Use – see item 13 below
f. Defibrillators – location map of each one in the parish to be done/check registration with EMAS following meeting on 21/2, check and consider budgeting for pads/battery replacements for some/all available to the public
g. Swimming pool roof – work completed invoice awaited
h. Public Toilets – new/extended CCTV now installed and training to be undertaken on its use, some final refurbishment issues to be resolved and small cubicle to be opened to start with
i. Levelling up funding - looking for additional funding for various community projects – working with YMCA to identify and progress
j. litter bins – still awaited, one of which will go to playing field
k. Orchard area – identify and replace broken trees – see also item 9c below
22/4/24-5 External Audit 2023/24 – to note that the deadline for submission of the annual external audit is
1 July 2024
a) to receive and note the final bank reconciliation for 31 March 2024
b) to receive and note the 2023/24 outturn against budget
c) to note the Internal Audit Report already received and noted – minute ref: 26/2/24 item 9e-i refers
d) to note the Risk Management review and actions – minute ref: 26/2/24 item 5a refers
e) to RESOLVE to accept the circulated Parish Council Village and Cemetery Asset Lists as at 31/3/24
f) to RESOLVE to consider/accept the general/earmarked reserves position as of 31 March 2024, and if available:
g) to consider and RESOLVE to approve the Annual Governance Statement Section 1 of the 2023/24 Annual Governance and Accountability Return (AGAR) and sign/date as so approved
h) to receive, consider and RESOLVE to approve the Annual Accounting Statements Section 2 for 2023/24 and sign/date as so approved by the Chairman of the Meeting
i) to note the dates for the Notice and period of time for the exercise of public rights to inspect the accounts as being Monday 3 June to 12 July inclusive, by mutual agreement with the Clerk during that time.
22/4/24-6 To consider Planning applications/other planning matters received and RESOLVE the way forward
a. Planning applications for consideration:
i. TPO Tree Applications - Nendaz/Sunnyside/Summermeade, Jubilee Road – circulated via email
b. To note planning applications approved:
c. To note planning applications refused:
d. Planning Applications appealed:
e. Enforcement Issues/Actions:
f. National Grid Pylons/Substation Proposals – to consider any updates and RESOLVE the way forward
g. Theddlethorpe Nuclear Geological Disposal Facility (GDF) - to consider any updates and RESOLVE the way forward
h. Any other urgent planning matters/applications:
22/4/24-7 Highways, Paths and Lighting:
a. verbal update on problem log, including:
i. South Rd - 24/25 programme date still awaited
ii. Warren Rd drainage – date for investigation and design still awaited
iii. Warren Rd – trees/hedge opposite the primary school – outstanding trees now removed by LCC
iv. Woolpack Meadows and Churchill Rd junctions with A1031 – no further action as per last meeting
v. School Lane to Kenlea, and Church End corner – work has now been completed (15/4/24)
vi. South Rd, South Somercotes – post office corner – some outstanding potholes still to be done
b. any additional issues/other urgent matters to be reported
22/4/24-8 Cemetery Rules and Procedures/Biodiversity Duty
A. North Somercotes Parish Council Draft Biodiversity Policy – to consider and RESOLVE to adopt the proposed policy which is required to demonstrate the council’s commitment to fulfilling its statutory duty under Section 40 of the Natural Environment and Rural Communities Act 2006, updated by Section 102 of the Environment Act 2021.
B. North Somercotes Cemetery Rules January 2024 – to consider if there are any amendments or clarification required to the agreed Cemetery Rules taking into account the Parish Council’s Biodiversity Policy and comments from cemetery users on the proposals to phase out the use of Floral Foam/Oasis and other single-use plastics/non-compostable/non-biodegradable floral tributes and RESOLVE the way forward.
22/4/24-9 Finance
a) to receive and note the bank reconciliation for April 2024
b) to receive and RESOLVE to approve the interim schedule of receipts and payments for April 2024
c) to discuss if the parish council should purchase a suitable wildlife/trail camera that can be used to eg. identify who is causing the criminal damage in the orchard and which could also be loaned out to parishioners to identify those failing to pick up after their dogs, providing GDPR issues can be accommodated, and RESOLVE the way forward
d) deal with any other/urgent financial matters
22/4/24-10 To receive reports from councillors who are representatives on Village Organisations/Committees
a. Playing Fields Association - Cllr Walmsley
b. Police Advisory Group – Cllr Newman
c. Emergency/Flood Planning – Cllr Newman/Clerk
d. Village Hall Committee –
e. DTE Wildlife Group – Cllr Newman/Clerk
f. Youth Club – Cllr David Wallis
22/4/24-11 To receive/note general Correspondence for April, Website Updates and Communication entry
22/4/24-12 Agenda items for the Annual Meeting of the Council and the Monthly meeting of the council to be held on 20th May 2024 in the VILLAGE HALL starting at the earlier time of 6.30pm - Appointment of Chairman & Vice Chairman with completion of signed Declaration of Acceptance of Office, Annual Audit 23/24, actions for the parish council to consider arising from the Annual Parish Meeting on 10 April 2024, proposed date for July Cemetery review meeting, proposed response to ELDC Public Space Protection Order (if available for consultation)
22/4/24-13 Confidential Matters - to RESOLVE on whether the Council will move into closed session by reason of the confidential property matters to be transacted – if this resolution is passed any members of the public/press present will be required to leave the meeting at this point.
a. Chapel Field Future Use – to discuss the recent request to neighbours regarding overhanging trees, and consider the work required for hedges and removal of poplar suckers, and RESOLVE the way forward
Sheila Pearce
Parish Clerk and Responsible Financial Officer
16 April 2024