2026 Minutes

There were 2 members of the public present.  District Cllr Paul Rickett was not in attendance having previously given his apologies.  County Cllr Bayleigh Robinson was in attendance.

The Chairman thanked everyone for attending 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. Damage to toilet cistern at Public Toilets – this had been reported to the Clerk and on checking the CCTV and the two boys that were present, it might be considered that the damage was not intentional despite appearances.  It has now been repaired.

ii. Concern re dogs on Warren Side – two people have raised this with the Clerk, so a letter has been done to enquire about whether the dogs can get out of the garden, which is what people were worried about.

iii. Antisocial Behaviour – reports of hopping over people’s garden fences and ‘ringing the doorbell and running away’ were posted on the village Facebook page but have since been removed.  People will be advised to report all instances of ASB to the police so that the extent of the problems currently being experienced can be fully understood and dealt with.

b. Comments/Updates from Lincs County Cllr Bayleigh Robinson

i. Tetney Carriageway repairs – A1031 between North Cotes and Tetney to be restructured using new method of repair that should last longer.  There will be a long HGV diversion via the A16, and it was noted that part of the local diversion has a road surface of similar poor repair.  Cllr Robinson is expecting to get a date and duration for these works later this week.

ii. Keep Clear outside the Travellers Joy and other parking issues – Cllr Robinson reiterated that the nuisance parking link needs to be used to record the issues being experienced, eg Hazeldene, to show the evidence of the problem. Keep Clear marking is no longer part of the markings used, but the H bar marking doesn’t seem to be sufficient.

iii. Drainage issue around School Lane/Oasis Warren Rd – this should be done is the next financial year now, despite being told that it would be done recently, and it being marked as work completed on Fixmystreet.  Cllr Robinson will ascertain specific details on what is going to happen and when.

iv. 30mph extension around school lane to Church End – an application is being put in for this to extend it down School Lane to the corner.  However, nothing has been received yet and the council would expect it to be 30mph on the whole of the road to Church End. It is a narrow road with no footway, the church and parking outside, numerous public rights of way cross and use this stretch of road which are regularly walked.

v. Double yellow lines around the corner of School Lane/Warren Road

vi. Drainage at the Bungalow on Keeling St – this should also be resolved.

vii. Cloddygate – should be done in the next financial year.  Cllr Robinson will check if there is a date for this work.

c. Comments/Updates from East Lindsey District Councillors Danny McNally:

d. Council tax has gone up by £4.95p per annum.  Changes to the Lindsey Marsh Drainage Board funding, with withdrawal of funding on medium consequence schemes not now going to be done, in addition to those with low consequence already not being done, was discussed.  District Councils with drainage boards are paying a local levy which accounts for over 65% of the council tax requirement and is increasing.  The standing charge per month was just under £14k in 2019, and is now up to £196k in October 25, but the EA are then not doing the work despite the levy being collected from the district Councils.  A fairer method of funding is therefore being sought.

The Chairman closed the public session and commenced the formal meeting at 7.25pm (no further public participation permitted)

23/3/26-1 a. Present:  Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr Stuart Arundel, Cllr John Kennedy, Cllr Roger Maidens, Cllr Danny McNally, Cllr Lynda Plater, Cllr Shaun Smalley, Cllr David Wallis, Cllr Paul Walmsley, Sheila Pearce Parish Clerk & Responsible Financial Officer.

b. Apologies for Absence –it was RESOLVED to accept Cllrs Smalley and Newman’s apologies for absence for the reasons given.

23/3/26-2 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

Cllr McNally declared his interest at 7.26 pm in relation to Agenda item 6 Planning Matters, as a member of the District Council Planning Committee. 

23/3/26-3 Minutes of the meeting held on 23 February 2026 – it was RESOLVED to adopt the notes as an accurate record, and they were signed and dated by the Chairman.

23/3/26-4 Clerk’s Report on matters outstanding – for information only

a. Cemetery Chapel Doors – the first door has been replaced and is a superb exemplar of Richard Carr’s craftmanship, and the second door is now being prepared b. Cemetery Statutory Records digitisation and mapping – ongoing – issue with memorials database has been discussed with the supplier c. Cemetery historic records – Ledger repair booked 25/3 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 second door done.  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 – done 5/6 Feb, wildflower/grass seed ordered  j. Cemetery Biodiversity Audit/Action Plan – to be updated with input provided from LWT k. St Mary’s Bell Ringers – Rope received and thanks received l. Defib Maps for each location – collected, to be installed at each location  m. Orchard area – replacement trees planted n. Policies and Procedures updates - ongoing o. Records Management – archiving/retention/shredding – ongoing p. Defib Training – dates to be organised in summer holiday  q. Chapel Field Future Use/Disposal – see 13 below r. South Road Planning Applications – objection to both confirmed as agreed at last meeting  see 6 below s. Privet hedge on Conisholme Rd and hedge at Evison Way – letters done 

t. 25/26 Audit - internal audit carried out 11/3 u. Static caravans on land at Common Lane - see item 6e below 

v. Sandy Lane signage – done w. Use of mobility scooters on public roads - query with dashcam sent to police  

x. Static caravan on Marsh Lane – see 6e below y. Speed Indicator Device – installation of poles awaited 2/3 weeks z. 2025/26 Footpath Reviews - completed by Cllr Plater and Cllr Brooks and comments sent to LCC Footpaths Officer regarding issues highlighted A1. Bleed Control Kit – see 9 below.  A2.  Concerns re dogs at Warrenside – The Clerk has done a letter from the Parish Council explaining the concerns and asking to discuss/address the situation 

A3.  Youth Club – the Clerk has obtained the equipment and craft items requested by the Youth Club A4. Insurance Renewal – now in final year of 3 year agreement – cyber-attack/data breach cover has been removed from policy by supplier so council’s risk will need to be reassessed in line with the recently adopted Information and Communication Technology Policy and other relevant factors.

23/3/26-5 25/26 Annual Audit – confirmation of External Audit dates still awaited.

a. Asset List – updated Asset List to be agreed at next meeting.

b. Internal Audit – Following discussion councillors RESOLVED to accept the Internal Auditors report on their analysis, which was carried out on 11 March 2026.

23/3/26-6 To consider Planning applications received/RESOLVE the way forward on these/other Planning matters 

a.  Planning applications received for consideration: None

b. To note any planning applications approved: i. 03093/25/FUL – Summerfield, Bank End has been approved.

ii. Non-Determination of Planning Application 03284/03285 – South Rd – Caravan Site and dwelling (outline).  The applications for South Rd have been further delayed with a decision not now expected until 14 May.  The Clerk was asked to follow this up with ELDC to receive reasons for the further delay 

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 – awaiting an update from Enforcement as no planning application has been received to date and in the meantime, there is a query over the discharge of grey water and foul sewerage continuing if the caravans are occupied and in use, as well as the breach of planning rules.

ii. Land at South Road – N132/01916/20 Five Industrial Units to receive any update re: building regulations safety requirements – none received.  The issue of the proximity of the proposed building to the fence has not been resolved.

iii. Static Caravan on land at Marsh Lane – waiting to receive an update from Enforcement inc discharge of grey water and foul sewerage.

iv. Land at South Rd 01916/20 - Repeated complaints re burning of commercial and other waste -– Complaints to Environmental Health/Enforcement have been made repeatedly by the council and neighbours.  It is understood that Enforcement have attended but the burning of plastic and other waste continues, including further burning just last weekend.

f. Any other urgent planning matters/applications: none.

23/3/26-7 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 – NOT FIXED - work outstanding and date awaited

ii. Request for Double yellow lines at School Lane/Warren Rd/Keeling St junction and extension of 30mph around Church Lane/End.  Cllr Robinson noted that this is still being discussed, for example it may be possible to get the 30mph extended down school lane to the corner, but it was not clear why it wouldn’t be 30mph all the way round to South Rd.

iii. Speed Indicator Device - poles for School Lane, and Keeling St/Village Hall still awaited so the device can be erected.

iv. Barrows Gate/Rowles Farm – state of roadway reported as requested

v. Cloddy Gate – an update has been requested to confirm when work will be done but it is expected to be in the next financial year 26/27.

vi. Sandy Lane surface/signage – The finger signs have been put up on the posts at each end.  Somone has put down gravel on the lane which makes it difficult to cycle and walk over.

vii. The Bungalow, Keeling St – repeated ingress of water from blocked drains/insufficient drainage has been reported multiple times and should be remedied shortly.

viii. Hazeldene – cars parking in front of driveway – T-bar white road marking is insufficient to stop nuisance parking – link to report the problem to be provided.

ix. Travellers Joy – vehicles are still parking in front of gateway – T-bar is insufficient and preferably needs “Keep Clear” reinstated.

x. Harmitchker House – overgrown hedge is completely covering the light column and well over the property boundary onto the highway/footway – letter has been done by the Clerk as requested.

xi. Evison Way – overgrown conifer hedge is extending over the highway (footway) – letter has been done by the Clerk as requested.

b. Any additional/new issues raised – 30/40mph sign reported on Marsh Lane.

23/3/26-8 To receive reports from councillors who are representatives on Village Organisations/Committees                

a. Playing Fields Association - Cllr Walmsley – the Annual AGM has been held, and a change of officers was noted.  The outdoor gym equipment work is starting shortly.  There will be a Tractor run on 5 July with Holmes Farm, route to be finalised.  The Party in the Park event and Bunting Trail weekend are being progressed.  Locations for advertising banners are being looked at on a more permanent basis around the Axe/South Rd and Warren Rd for example.  The Clerk to look into planning permission/highways issues.

c. Police Panel – Cllr Newman – no report.

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

e. Village Hall Committee – Cllr Plater – the last meeting dealt with a number of general admin issues.

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

g. Youth Club – Cllr David Wallis – storage space still to be sorted.  One night per week continues at the moment.

23/3/26-9 Finance and Year End forecast – to discuss and RESOLVE the way forward:

a. the bank reconciliations for March 2026 were checked and signed by the Chairman and Cllr Walmsley

b. The Clerk noted that there were receipts of £650 and payments of £5,705.46 for March 26 so far, but that with it being year end the final receipts and payments sheet would be tabled for resolution at the next meeting.

c. The Clerk will therefore update the year end position and notional reserves, pending any further payments or receipts before year end on 31 March 2026.

d. Any other/urgent financial matters

i. Bleed Kits – contents

Feedback from Axe/Cleaver, Bay Horse, Primary School and Academy are still awaited before progressing this item.

23/3/26-10 Updated Agenda for the Annual Parish Meeting – 8 April 2026 – this has been amended and circulated as well as put on Noticeboard and in the Post Office and Co-op.  The Clerk will purchase the refreshments and leave with Cllr Plater, together with the keys for the Village Hall. 

23/3/26-11 To receive/note general Correspondence for March 2026 – including Communication entry and the EGL3 & 4 targeted consultation on the proposed works to increase the power network, which has been circulated to councillors.

23/3/26-12 Agenda items for the next meeting to be held on Monday 27 April 2026 in The Village Hall

Chapel Field disposal, Annual Audit, Actions arising from the Annual Village meeting 8 April 2026, Recruitment for Parish Clerk, Health and Safety Policy, Cemetery Open Day.

23/3/26-13 Confidential Property and other Matters – it was RESOLVED to move into closed session by reason of the confidential property and other matters to be transacted – the members of the public present left the meeting at this point.

a.  to discuss confidential property matters regarding residual land at Chapel Field and RESOLVE the way forward:

It was noted that the boundary fence line had been agreed, but that matters had failed to progress satisfactorily to enable the disposal to be resolved in the current financial year despite numerous requests.  The Clerk will continue to chase up the solicitor to get the required responses from those holding matters up.

b. To discuss the outstanding confidential 26/27 budget item and RESOLVE the way forward – carried forward to next meeting in April.

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

The Clerk is preparing these documents for the Chairman’s approval so that the position can be advertised shortly.

Sheila Pearce

Parish Clerk and Responsible Financial Officer

Signed ___________________________ Date: 27 April 2026

Cllr Stephen Brooks

Chairman