2026 Minutes

There was one member of the public present.  District Cllr Paul Rickett was in attendance, and County Cllr Robinson had given his apologies.  The Chairman thanked everyone for coming and opened the meeting at 7 pm

 

Public Session 

a. Comments/Updates from members of the public on agenda items or issues for consideration for future agenda: 

i. South Rd – Industrial Site – there have been a number of complaints from parishioners regarding the repeated burning of commercial and garden waste at the site on South Road, including at 4pm on Sunday 22 February 2026.  These have been reported to the Environmental Agency and to Environmental Protection at ELDC as this has been going on since June last year, and Cllr Rickett has spoken with the portfolio holder for Environmental Issues at ELDC regarding the situation.

 

ii. Report of young person on Toilet roof – following an alert of a young person on the toilet roof on 25 January 2026, this was checked and the person spoken to.  The CCTV was also checked and the identity of the person on the roof provided to the police to follow up.  The damage to the skylight, which may have been caused by the individual, has been repaired.

 

iii. Request for consideration of a bench for Bank End/Eau Bank – the Clerk has received a request to consider the placing of a bench or seat either along Eau Bank or Bank End, as the nearest ones are at the corner of Jubilee Rd/Bank end, and along Conisholme Rd by the village sign.  It is difficult to identify a location that would meet health and safety requirements given the limited verge, but this will be looked into.  It was also noted that the layby on Eau Bank has deep potholes in it and the Clerk will report this on Fixmystreet.

 

iv. Report of flooding from the Road – Keeling St into The Bungalow near School Lane junction – this had been reported as fixed on Fixmystreet but clearly the blocked drain is still a big problem causing mud and silt to be carried down onto the homeowners drive.  This is making the drive filthy and slippery, and the mud is then getting transferred into the house and vehicles.  The Clerk has taken more video and photos and posted them again on Fixmystreet.

 

v. Hazeldene – Keeling St near Village hall – a request has been made for better ‘keep clear’ road marking across the drive as people are continually parking across their entrance when parking at the Village Hall despite the solid white line.  The Clerk will raise this with Cllr Robinson and has also asked the householder to take photographs and report them to provide necessary evidence of nuisance.

 

vi. Sandy Lane – uneven Surface – a query was raised regarding the state of this public right of way, but it was confirmed that this is an unadopted highway and does not appear to belong to anyone, so LCC Highways will not undertake work on it.

 

b.  Comments/Updates from East Lindsey District Councillors Danny McNally/Paul Rickett.

Cllr Rickett confirmed that as noted earlier he had spoken to the Portfolio Holders for both Planning and Environmental matters with regard to the situation on South Road.  The need to check the safety of electrical items has been highlighted following the recent tragic fire at Manby, and the Retrofit Heating Advice Team will be doing more advise sessions on renewable energy options at various locations over the coming weeks.

 

The Chairman closed the public session and commenced the formal meeting at 7.15 pm

 

24/2/26-1 a. Present:  Cllr Stephen Brooks - Chairman, Cllr Neil Drewery - Vice Chairman, Cllr Stuart Arundel, 

Cllr Patricia Newman, Cllr Danny McNally (also District Cllr), Cllr Roger Maidens, Cllr Lynda Plater, Cllr Shaun Smalley, Cllr David Wallis, Sheila Pearce – Parish Clerk & Responsible Financial Officer.  District Cllr Paul Rickett was also in attendance for part of the meeting.

 

b. Apologies for Absence – it was RESOLVED to accept Cllr John Kennedy’s and Cllr Paul Walmsley’s absence for the reasons given. County Cllr Bayleigh Robinson had given his apologies owing to annual leave.

 

 

24/2/26-2 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

At 6.55 the Chairman had declared a non-pecuniary interest in Agenda item 6a and Cllr McNally had declared his interest in Agenda item 6 Planning Matters, as a member of the District Planning Committee, and they signed the DOI book accordingly.

 

24/2/26-3 Minutes of the meeting held on 19 January 2026 – it was RESOLVED to adopt the notes as accurate minutes, and they were duly signed and dated by the Chairman.

 

24/2/26-4 Clerk’s Report on matters outstanding – for information only

a. Cemetery Chapel Doors – first door awaiting installation was delayed owing to bad weather but should be done shortly  b. Cemetery Statutory Records digitisation and mapping – ongoing – the Clerk outline the issue with the memorials database identified and to be resolved or may need to look at alternative c. Cemetery historic records – Ledger repair to be rescheduled d. Cemetery damaged Memorial – repair complete.  Now need to identify location for others currently against chapel walls and get quote for repair/reinstatement e. Cemetery Trees safety works – awaiting equipment repair/chased f. Quinquennial Inspection -to be arranged once both doors replaced.  

g. Cemetery - reminder re temp grave markers put in Communication h. Cemetery/clerk’s office  electric PAT test on equipment – done i. Cemetery Hedge removal to recover spaces – work scheduled 5/6 Feb      j. Cemetery Biodiversity Audit/Action Plan – to be updated with input from LWT k. St Mary’s Bell Ringers – Rope ordered and awaited l. Defib Maps for each location in the village – to be collected m. Orchard area – replacement trees arrived awaiting planting n. Policies and Procedures updates - ongoing o. Records Management - archiving and retention or shredding – ongoing p. Defib Training – dates to be organised summer holiday time q. Chapel Field Future Use/Disposal – see 13 below r. South Road Planning Applications: see 6 below s. Privet hedge on Conisholme Rd and hedge at Evison Way – outstanding t. 26/27 Budget – precept requirement confirmed to ELDC u. Static caravans on land at Common Lane - see item 6e below v. Sandy Lane signage – to be collected and erected  w. Use of mobility scooters on public roads - query with dashcam to be sent to police  x. Static caravan on Marsh Lane – see 6e below y. Speed Indicator Device – installation of poles for device awaited c 2/3 weeks 

z. 2025/26 Footpath Reviews -completed and comments sent to LCC Footpaths Officer regarding issues highlighted A1. Bleed Control Kit – see 9 below.  A2.  Concerns re dogs at Warrenside – this has been discussed with PC Ford.  If there are still concerns, then the Clerk will do a letter from the Parish Council explaining the concerns and asking if the matter can be addressed A3. Youth Club – the Clerk now has a list of items that the Youth Club would like and will arrange to purchase these items.

 

24/2/26-5 Policies and Procedures Updates and Insurance Review – to discuss the updated policies/procedures and forthcoming insurance Renewal

 

a. Risk Management Review (RMR) – the Clerk outlined the changes to update the RMR which had been circulated prior to the meeting and were highlighted in yellow.  These were noted, including the succession planning for the Clerk’s replacement and the deposit of £20k of reserves into an Easy Access Savings Account, and the required separate email accounts for council business are being rolled out.  The CCTV policy is currently being reviewed to reflect the notified overt use of CCTV and a log of incidents/access of footage for evidential purposes is being kept by the Clerk as necessary for Data Protection purposes. Statutory Cemetery records are being checked as digitising the burial records and plans continues, and conservation of the paper versions of the ledgers and plans undertaken. It was RESOLVED to adopt the Review.

 

Cllr Rickett departed the meeting at this point, and the Chairman thanked him for attending.

 

b. Asset List

The Clerk has updated the Asset list which has been circulated, and any final changes including updating to reflect the Insurance Review amounts to reflect annual inflation will be made before the 31 March to finalise for Audit submission.

 

c. Insurance Renewal Review 26/27 – the Clerk outlined the inflation amount changes as noted in 5b above, and the position on Woolpack Meadows insurance to cover potential loss of rental.  A further 3 year agreement will be entered into, which should keep the premium the same (if no other changes), which pending any further amendments to sums insured is within the Clerk’s budget amount of £3,800 per annum.

 

 

24/2/26-6 To consider Planning applications received/RESOLVE the way forward on these/other Planning matters 

a.  Planning applications received for consideration: 03093/25/FUL – Summerfield, Bank End - Change of use of land to form an extension to the domestic curtilage; extensions to existing dwelling to provide additional living accommodation and provision of decking and erection of a detached double garage.  Following discussion it was RESOLVED to support this application. 

 

b. To note any planning applications approved: Albion House Keeling St

c. To note any planning applications refused: none

d. Planning Applications appealed: none

e. Enforcement Issues/Actions: Any update on reported issues/new issues:

i. Two Static Caravans on land/stables on Common Lane – following attendance by the landowner at the previous meeting, a formal planning application to cover the breach of planning regulations is still awaited.

 

ii. Land at South Road – N132/01916/20 Five Industrial Units to receive any update: The Planning Authority does not appear to share the concern regarding the issue of non-adherence to building regulations safety requirements in relation to changed boundary and proximity of the Industrial Units, if built out, to a shared boundary.  The land continues to be regularly and repeatedly used for burning commercial and garden waste and this has been reported numerous times to ELDC and the Environment Agency.  See 6f below also. 

 

iii. Static Caravan on land at Marsh Lane – this static at Willow Farm has also been reported again to Enforcement and an update is still awaited. 

 

f. Any other urgent planning matters/applications:

i. Repeated complaints re burning of commercial and other waste - Land at South Rd 01916/20 – Complaints to Environmental Health/Enforcement and the Environment Agency have been made, including 22 February 2026 when thick acrid smoke was drifting across the road making visibility very poor.  The Clerk was asked to refer the matter again to ELDC and Cllr Rickett will also pick this up.

 

ii. Non-Determination of Planning Application 03284 – South Rd – Caravan Site - the Clerk was asked to enquire as to why this application had not been determined by the deadline and instead a different date now seems to be on the website.

 

iii. 03285/outline planning for dwelling South Rd– Vulnerable status – councillors noted it was unclear why the date for this application to be determined had also been changed as there was no additional information regarding status that was not already known.  The Clerk was asked to reiterate the parish council’s objection to the application, particularly with regard to the future use of the domestic curtilage if permission for a dwelling was granted, and how to ensure that the continued occupation of the land by several caravans in breach of planning regulations, could be stopped.  District Cllr McNally has also raised this issue with the planning authority.  The parish council’s position remains the same, that this was an area of land to be kept green and free of development, the same as that at the other end of the site, to ensure that the rural outlook and neighbour amenity at this location could be preserved when granting the small development of 5 industrial units.  Additionally, it was noted that no enforcement notice has been issued regarding the height of the fence next to the highway as it is above the permitted height.

 

24/2/26-7 Highways, Paths and Lighting: To consider outstanding/new issues and RESOLVE the way forward

a. verbal update on problem log/outstanding issues which have been raised with LCC Highways, including:

i. Warren Rd drainage - Oasis side/Corner of School Lane – Fixmystreet updates say this work has been done but it is clear from continued problems that it has not. The Clerk has posted further images on Fixmystreet to show work clearly not done either on Warren Road, School Lane Corner or The Bungalow on Warren Road next to the surgery, where water is regularly pouring down the drive taking mud and debris with it leaving a slippery, smelly mess on the drive. 

ii. Request for Double yellow lines at School Lane/Warren Rd/Keeling St junction and extension of 30mph around the whole length of Church Lane/End – response awaited

iii. Speed Indicator Device and Poles – installation of poles for School Lane/Keeling St-Village Hall awaited

iv. Brown Tourist info sign for Donna Nook Car Park – outcome awaited (who has to pay?) from Cllr Robinson.

 

 

b. Any additional/new issues raised:

i. Highways Grass Cutting agreement for verges in the parish – the Clerk confirmed that she has received and agreed the proposed contract and payment terms.

ii. Fen Lane round to Rowles Farm – Barrows Gate – it was reported that the road is breaking up badly along this lane – Clerk to check and report on Fixmystreet.

iii. Cloddy Gate – the road is marked as ‘Closed’ and it was noted that this is very bad especially for those who live on the lane, not just those wanting to take a more direct route without going into the village to go to Saltfleet.  Cllr Robinson to be asked to update when the works are scheduled for.

iv. Bench on Eau Bank/Bank End – as noted in the public session, the Clerk has received a request for a bench to be placed either on Bank End or down Eau Bank.  Given the restrictions on where a bench could be placed and still meet safety requirements, the Clerk was not hopeful that this could be achieved, having had similar difficulty identifying a suitable place on Marsh Lane, but will look into this further.

 

24/2/26-8 To receive reports from councillors who are representatives on Village Organisations/Committees                

a. Playing Fields Association - Cllr Walmsley – no report owing to absence.

 

b. Police Panel – Cllr Newman reported that she had attended the Independent Advisory Group meeting that morning and received an update on the financial situation, with recruitment now started so police numbers should comeback up to strength towards the end of this year.  Police and Crime Commissioner reiterated using Lincs Alert for messaging, so trying to get everyone to sign up to this method of communication.  Note to be put in Communication/village Facebook page.

 

c. Emergency/Flood Planning – Cllr Newman/Clerk – no report

 

d. Village Hall Committee – Cllr Plater – The Vintage Fayre has had to be cancelled owing to lack of stall holders

 

e. DTE Wildlife Group – Cllr Newman – the Annual Seal report has been circulated, and a more detailed report is available if required.  Seal pup numbers were just under 2,000 for this last season.

 

f. Youth Club – Cllr David Wallis – back to one night Wednesday only but expecting to go back to 2 nights when weather improves.  The change to storage still needs to be done, and as noted the Clerk now has a list of the items the Youth Club would like to improve activities/crafts for the attendees.

 

24/2/26-9 Finance and Year End forecast, and Internal Audit – to discuss and RESOLVE the way forward:

a. the bank reconciliations for February 2026 were checked and signed by the Chairman.

 

b. It was RESOLVED to approve the schedule of receipts of £1,010 and payments of £4,240.38 for February ‘26

 

c. The forecast year end position and notional reserves had been circulated and were noted.

 

d. The Clerk noted that the Internal Audit would be carried out shortly on 11 March, having been slightly delayed owing to the Internal Auditor recovering from a broken wrist.

 

e. Any other/urgent financial matters:

i. Wildflower Turf for the Cemetery – The Clerk noted that this had been discussed previously, but that the cost of turf for the area where the hedging was being removed from would be in excess of £2,000 inc the cost of laying it which was over £500.  A more economic option was to purchase the same mix of grass and wildflowers, at £245 plus vat.  It was RESOLVED to proceed with this option.

 

The state of the verge on the outside of the Cemetery gates will also need to be addressed, with temporary fencing to stop people parking very close to the edge until it can be filled and reseeded, either with orange netting and poles or cones.

 

ii. Bleed Control Kits – it had been suggested previously that some of these should be purchased.  The Clerk noted the cost of these - £89 each, plus a cabinet if required, and where they might be installed, eg outside the 2 public houses, Pavilion and Village Hall.  Following discussion, the Clerk was asked to ascertain what the kit included and if the Schools already have such an item, so that a decision can be made at the next meeting.

 

24/2/26-10 Draft Agenda for the Annual Parish Meeting – 8 April 2026 – the Clerk was asked to reorder the items in the Chairman’s report on the agenda, and it was noted that the Clerk would not be attending on this occasion owing to annual leave so would leave the key and refreshments, which Cllr Plater kindly offered to assist with.

 

24/2/26-General Correspondence for February 2026 –information has been circulated, including from the Environment Agency and the Communication information for March were noted.

 

24/2/26-12 Agenda items for the next meeting to be held on Monday 23rd March 2026 in St Mary’s Church Hall

Chapel Field disposal, Annual Audit, Annual Village meeting 8 April 2026, Recruitment of Clerk/RFO

 

24/2/26-13 Confidential Property and other Matters – it was RESOLVED that the Council would move into closed session by reason of the confidential property and other matters to be transacted – the member of the public still present left the meeting at this point.

 

a.  Confidential property matters regarding the residual land at Chapel Field

The Clerk noted that she had stressed to the solicitors that this matter needs to be concluded in this financial year.  The matter has been delayed owing to the complication of needing to ensure all parties have taken appropriate legal advice regarding the presence of the water pipe across Chapel Field to the playing field/bowls club.

 

b. Confidential 26/27 budget items and RESOLVE the way forward

The funding information for the additional security measure has been chased and is still awaited. 

 

c.  Job Descriptions for replacement Clerk, Responsible Financial Officer and Assistant Clerk

Owing to annual leave the Clerk has not yet agreed with the Chairman the draft job description for recruitment to the post, which could be filled in a variety of ways, depending on the skills/experience of the prospective candidates available.  

 

 

The Chairman thanked everyone for attending and closed the meeting at 8.17pm

 

 

Sheila Pearce

Parish Clerk and Responsible Financial Officer