2026 Minutes

There were 2 members of the public present.  District Cllr Paul Rickett was in attendance, and County Cllr Bayleigh Robinson had given his apologies.  The Chairman thanked everyone for coming and opened the public session of the meeting.

Public Session 

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

i. Mr Lee Marsh – North Somercotes Fire Station Manager – Mr Marsh noted that he was raising awareness of the need for more fire fighters for the station at North Somercotes in order to keep operating, as the numbers of retained firefighters are currently very low.  Discussion took place on the requirements of the post, including shift hours and need for proximity to the station, as well as the patterns of work these days which make it more difficult for people to meet these requirements.  Mr Lee explained that he will be looking for help to promote the vacancies at the next ‘Have a go’ day.

ii. Dog Fouling – this continues to be a problem, especially on Bank End and Cemetery Rd.  The Clerk has made a further request to David Dodds at ELDC to provide some random checks by officers which the parish council had tried to set up last year but had not occurred owing to ELDC staff absence.  The Clerk will speak to the portfolio holder to try again as no response to emails. 

iii. Damage to Public Toilets Storeroom Lock, burning of paper towels in the toilet sink, attempts to set fire to the grass outside toilet, damage to trees in Warren and creating fire pits, setting fire to fibres from jacket (in Warren).  The Clerk noted that the most recent incidents have been discussed with the Police, and a Stage 1 ASB warning letter will be issued in respect of the fire related incidents at the public toilets.  The Clerk has also placed a note in the Communication magazine asking people to report these issues to the Police on 101 so that they can be dealt with before they become more serious.

iv. Damage to Primary School Railings following RTA 16/4 - this has been made safe with a temporary repair.

v. Repair needed to handrail on Footbridge 33/1 across the Playing Field/middle field - this has been added to the work programme and should be done in the next couple of months

vi. Crumbling dyke bank on PROW from the vicarage on keeling St to Church End – this was picked up on the footpath reviews and has been passed to the Footpaths Officer for comment on the suggestion of a small reroute of the path to avoid the bank, but which would need a new footbridge and a Diversion Order or permissive path agreement with the field owner, which the footpaths officer says LCC are currently unable to consider. The Clerk was asked to take some photographs to send to the footpaths officer in the first instance.

vii. Chalking on War Memorial paving – the Clerk is waiting for photographs of what has been done and will then put on village Facebook page. This was felt to be disrespectful and had caused upset.

viii. ELDC – Cllr Wallis noted that it was very difficult getting through to ELDC on the phone, having spent over 50 minutes at number 1 in the queue recently trying to help an elderly person with a query on benefits.  It was noted that this needs to be reported to ELDC as soon as it happens, but that there had been a telephone fault recently which might explain the lengthy delay.

b. Comments/Updates from East Lindsey District Councillor Paul Rickett

Cllr Rickett noted that the concerns re lack of enforcement action on planning and environmental matters are being discussed with the portfolio holders and Leader of the District Council – Cllr Craig Leyland.  The heating Oil support scheme was noted (the Clerk has put this information on the local village Facebook page).

The Chairman closed the public session at 7.30pm and commenced the formal meeting (no further public participation permitted)

27/4/26-1 a. Present:  Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr Stuart Arundel, 

Cllr John Kennedy, Cllr Roger Maidens, Cllr Trisha Newman, Cllr Lynda Plater, Cllr David Wallis, Cllr Paul Walmsley, Sheila Pearce – Parish Clerk and Responsible Financial Officer.  The Chairman noted his thanks for the contribution made by Cllr Shaun Smalley, who has now resigned with immediate effect, and the Clerk has initiated the vacancy procedure with the District Council.

b. Apologies for Absence – Cllr McNally was noted as absent.

27/4/26-2 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.  None.

27/4/26-3 Minutes of the meeting held on 23 March 2026 – it was RESOLVED to adopt and sign the notes as accurate minutes, and they were signed and dated by the Chairman.

27/4/26-4 Clerk’s Report on matters outstanding – for information only

a. Cemetery Chapel Doors – awaiting second door b. Cemetery Statutory Records digitisation and mapping – ongoing – outstanding issue with memorials database is due to be resolved by using the web based version 

 c. Cemetery old, damaged Memorials - need to identify location for those currently against chapel walls and get quote for repair/reinstatement d. Cemetery Trees safety works – carried out 10/4 e. Quinquennial Inspection -to be arranged once second door replaced.  f. Cemetery – hedge removed and wildflowers planted/sown.  Fencing to be obtained/erected to designate different area g. Cemetery Biodiversity Audit/Action Plan – to be updated with input from LWT h. Defib Maps for each location – to be installed i. Orchard area – grass to be mown j. Policies and Procedures updates - ongoing k. Records Management - archiving and retention or shredding – ongoing l. Defib Training – dates to be organised in summer holiday  m. Chapel Field Future Use/Disposal – see 15 below n. South Road Planning Applications – requested reason for protracted decision making o. Privet hedge on Conisholme Rd and hedge at Evison Way – letters done p.  25/26 Audit – see 5 below q. Static caravans on land at Common Lane - see item 6e below r. Sandy Lane signage – installed s. Static caravan on Marsh Lane – see 6e below t. Speed Indicator Device – installation of poles still awaited (paid for) u. Bleed Control Kit – see 9 below.  v.  Concerns re dogs at Warrenside – letter done and discussed with homeowner who has assured that dogs cannot get out 

w. Insurance Renewal – increase in premium owing to Grade II status of Chapels.  Issue re Cyber-attack cover – see 10 below x. Advertising on the highway – information forwarded to Cllr Walmsley y. Oil Scheme – suspended at present z. Antisocial behaviour – as noted in the public session problems are continuing and the Clerk has been liaising with the police regarding the various issues, especially the setting fire to paper towels and trying to set fire to the grass outside the public toilets.

27/4/26-5 Year End 25/26 and Annual Audit 25/26 – the following were discussed and RESOLVED:

a.  Final bank reconciliations for the current account, savings account and expense account as of 31 March 2026 These were checked and signed by the Chairman and Cllr Walmsley.

b. It was RESOLVED to approve the final schedule of receipts of £650 and payments of £6,189.46 for March 26.

c. Updated year end position and notional reserves – these had been circulated before the meeting and were noted

d. Asset List – for Audit purposes – it was RESOLVED to agree the previously circulated updated list as at 31/3/26

e. The Annual Governance Statement Section 1 for 2025/26 – Section 1 of the Annual Governance and Accountability Return (AGAR) was considered, and it was RESOLVED to approve and sign/date as so approved 

f. The Annual Accounting Statements Section 2 for 2025/26 - Section 2 of the 2025/26 Annual Governance and Accountability Return (AGAR) was considered and it was RESOLVED to approve and sign/date as so approved by the Chairman of the Meeting,

g. The Clerk confirmed that the final date for submission of the Annual Governance papers is 1 July 2026 and that the Notice and period of time for the exercise of public rights will be Wednesday 3 June to Tuesday 14 July 2026 inclusive.

27/4/26-6 To consider Planning applications received/RESOLVE the way forward on these/other Planning matters 

a.  Planning applications received for consideration:  There had been insufficient time to consider the application for Jubilee Rd, so this would be considered at the next meeting on 18th May, and the Clerk will request an extension to 19th May to comment.

b. To note any planning applications approved: none

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 – an Enforcement notice has been issued with effect from 24/4, and in the meantime, we have again queried the discharge of grey water and foul sewerage if statics and caravans are occupied on this and other land.

ii. Land at South Road – N132/01916/20 Five Industrial Units – no update or apparent interest from Enforcement regarding building regulations safety requirements being compromised by proximity of new fence.

iii. Static Caravan on land at Marsh Lane – a Planning Contravention Notice has been served on the owner

in order to help the Enforcement Officer obtain further information needed for this case.

iv. Land at South Rd 01916/20 - Repeated complaints re burning of commercial and other waste -– Complaints to Environmental Health/Enforcement have been made, and Officers have visited – update awaited. Noted that further burning took place over the weekend on 25 and 26 May 2026.

v. Non-Determination of Planning Applications 03284 and 03285 – South Rd – Caravan Site/Outline Dwelling – comments sought from ELDC on reason for delay beyond the November target date – no response to request for information thus far.

27/4/26-7 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 – update on scheduling awaited from Cllr Robinson

ii. Request for Double yellow lines at School Lane/Warren Rd/Keeling St junction and extension of 30mph around Church Lane/End –update on application for these matters awaited from Cllr Robinson 

iii. Speed Indicator Device - poles for School Lane, Keeling St-Village Hall still awaited, chased again.

iv. Cloddy Gate – awaiting an update on scheduling

v. The Bungalow, Keeling St – waiting to receive confirmation of works done and problem resolved/scheduling

vi. Hazeldene –T-bar insufficient, nuisance parking contact details provided

vii. Travellers Joy – T-bar insufficient, nuisance contact details provided

viii. Harmitchker house – overgrown hedge – work has started to cut it back to boundary and allow access to lamp column

ix. Evison Way – overgrown hedge – no response to letter - Clerk was asked to check if work undertaken

27/4/26-8 To receive reports from councillors who are representatives on Village Organisations/Committees                

a. Playing Fields Association - Cllr Walmsley – work has started on the outdoor Gym with the concreting to be finished and also concreting the bins in place, plus two boot scrapers.  Party in the Park with 4 bands is on 22 August, and the Theddlethorpe Tigers currently using the football pitch to be renamed North Somercotes Juniors next year.

b. Police Panel – Cllr Newman – attended the monthly Independent Advisory Group.  PCSO numbers should be up to strength shortly.  PCSO Jad has been patrolling around the village and will be visiting more often.  Officer recruitment has been resumed and should result in numbers being met by middle of next year.

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

d. Village Hall Committee – Cllr Plater – no report

e. DTE Wildlife Group – Cllr Newman/Clerk – no report

f. Youth Club – Cllr David Wallis – one night per week continues on Wednesdays.

27/4/26-9 Finance

a. Bank Reconciliation – the reconciliation for April 26 was checked and signed by the Chairman

b. Receipts and Payments - It was RESOLVED to approve receipts of £27,308.60 and payments of £12,273.22 for April 2026

c. Bleed Control Kits – the Academy have confirmed they would like one, Primary School response awaited.

d. Keep Britain tidy – poster pack for Dog Pooh Fairy £150 – pricing to be confirmed for 10 A3 correx posters and 5 A4 bin stickers

27/4/26-10 Insurance cover for cyber-attack – the Clerk noted the discussion taking place to identify and quantify risk, including any potential insurance cover required now that this is not included in the all-risks policy.

27/4/26-11 Actions arising from the Annual Village meeting 8 April 2026 – discussion took place on the poor turnout for the meeting, and it was discussed that next year it would be better to hold the meeting on the same evening as one of the council’s meetings in March or April, even though it is not a parish council meeting.  The Clerk will ask other Clerks what they do or have tried to improve attendance.  Cllr Plater was thanked for taking the notes.

27/4/26-12 Agenda items for the next monthly meeting and Annual General Meeting to be held on Monday May 18th 2026 in The Village Hall – NB 6.30pm start, appointment of Chair and Vice Chair, Chapel Field disposal, Annual Audit, Recruitment, Cyber-attack Insurance, Community project with Somercotes Academy for group of year 11 students helping to renovate or improve a local public area, Cemetery meeting date for July, Cemetery Open Day, Casual Vacancy procedure.

27/4/26-13 Health and Safety Policy update – Following discussion it was RESOLVED to adopt the updated policy.

27/4/26-14 General Correspondence for April 2026 – these have been circulated, including Communication, Crisis & Resilience Fund – Oil Support scheme.

27/4/26-15 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 – there were no members of the public/press present at this point.

a.  Residual land at Chapel Field 

The Clerk noted the continued delay in this matter being resolved, despite trying to conclude the matter.  This will be chased again with a view to being able to sign the matter off before the next meeting if possible.

b. Confidential outstanding 26/27 Budget item 

The Clerk outlined the costings and issues and following consideration and discussion, the Council RESOLVED to use its power to install and maintain further equipment to establish and maintain a scheme for the detection and prevention of crime, under the Local Government and Rating Act 1997, s.31. 

c. Vacancy for Clerk

The Chairman and Clerk updated on discussions regarding the vacancy, and recruitment – the closing date for which is 17 May 2026.  This now needs to be discussed with the potential candidates.  The Chairman, Clerk and Cllr Walmsley will form the interview panel.

The Chairman thanked everyone for attending and closed the meeting at 8.53pm.

Sheila Pearce

Parish Clerk and Responsible Financial Officer