May 2026 Minutes (Annual and Monthly Parish Meeting)
There was 1 member of the public present. County Cllr Bayleigh Robinson was present for part of the meeting; District Cllr Paul Rickett had given his apologies. The current Chairman thanked everyone for coming and opened the meeting at 6.30 pm
18/5/26-1 Appointment of Chairman and Vice Chairman, signing Declaration of Office
a. Appointment of Chairman – there being no other nominations for the position of Chair it was RESOLVED to appoint Cllr Stephen Brooks to the position, and he signed the Declaration of Acceptance of Office as Chair.
b. Appointment of Vice Chairman – there being no other nominations for the appointment of Vice Chair it was RESOLVED to appoint Cllr Neil Drewery to the position, and he signed the Declaration of Acceptance of Office as Vice Chair.
Standing Orders were suspended while the public session took place
Public Session
a. Any comments from District Cllrs Rickett/McNally - none
b. Any comments from County Cllr Robinson – see under item 14.
c. Comments from members of the Public on agenda items or issues for consideration for future agenda:
i. Allegation of adult Antisocial Behaviour/physical and verbal abuse – The Clerk noted that this was in relation to an issue recently discussed and that it has been reported to Police and ELDC ASB Officer.
ii. Further burning of rubbish on South Rd – it was noted that the fire Brigade had needed to be called owing to black acrid smoke and exploding canisters. The issue of the Fire risk and continued burning of commercial waste has again been referred to Enforcement and Environmental Protection at ELDC, as well as the Fire Service, as discussed at the last meeting.
Iii. Rapeseed in highways verges – this has been raised again owing to the mass of Rapeseed plants everywhere, to the exclusion of native wildflowers. The Clerk will see if CPRE have any information on tackling this and also ask LCC Highways if they have any proposals for tackling this.
iv. Church End – Vehicles parked on verge – a query had been raised with the Clerk regarding the duration of overnight camping/parking on Highway verges. Cllr Robinson will check what the rules are if this becomes an issue.
The Chairman closed the public session at 6.38 pm and recommenced the formal meeting (no further public comment allowed)
Annual General Meeting and Monthly Meeting
18/5/26-2 a. Present: Cllr Stephen Brooks (Chairman), Cllr Neil Drewery (Vice Chairman), Cllr Stuart Arundel, Cllr John Kennedy, Cllr Roger Maidens, Cllr Danny McNally, Cllr Trisha Newman, Cllr Lynda Plater, Cllr David Wallis, Sheila Pearce – Parish Clerk & RFO.
b. Apologies for Absence – it was RESOLVED to accept Cllr McNally’s and Cllr Paul Walmsley’s, absence for the reasons given.
18/5/26-3 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 – Cllrs Newman and Kennedy had declared non-pecuniary interests in the Planning item at 13A, and these were entered into the book.
18/5/26-4 General Power of Competence – the Clerk noted that having met the conditions of eligibility in 2025, as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, that the Parish Council still has the power to use the General Power of Competence until the next relevant Annual Meeting of the Council, which will be following the next elections in 2027.
18/5/26-5 Appointment of Councillors as representatives on Village Organisations/Committees/Working Groups. The following were confirmed for the next year:
a. Playing Fields Association – Cllr Paul Walmsley b. Police Panel – Cllr Trisha Newman
c. Emergency/Flood Planning – Cllr Trisha Newman/Clerk d. Village Hall Committee – Cllr Lynda Plater
e. DTE Wildlife Group – Cllr Trisha Newman f. Youth Club – Cllr David Wallis
g. Cemetery Committee (all Councillors) h. Footpaths/Bridleways – 2026 reviews Cllr Plater and the Chairman, and the Clerk.
18/5/26-6 Current Status of Parish Council Policies, Procedures, Rules, and Regulations
The Clerk clarified the current position and noted that the list of additional updates/creation of the required Policies and Procedures is still being compiled and worked through.
a. Code of Conduct – Adopted May 2023, still extant, still under review nationally
b. Standing Orders – reviewed and adopted January 2026
c. Financial Regulations and Investment Strategy – reviewed and adopted January 2026, including arrangements for variable direct debits for water & electricity for the toilets & cemetery, confirmed as satisfactory
d. Freedom of Information Policy Statement and Publication Scheme – reviewed and adopted January 2026
e. General Data Protection Regulations/Data Protection Policy – pending review
f. Emergency /Flood Planning – outstanding project
g. Donations and Grants Policy and Procedure – reviewed and adopted May 24, pending review
h. Health and Safety Policy – reviewed and adopted April 2026
i. Information and Communication Technology Policy – created and adopted March 2026
j. CCTV Policy – in draft
18/5/26-7 Cemetery
a. Cemetery Fees – it was RESOLVED to adopt the proposed changes with effect from 1 June 2026. The fees for babies and children under 18 years of age need to be clarified, as these can be recovered from the Government’s fund for this purpose.
b. Cemetery Rules & Regulations – these are nearly complete, with the exception of wording for babies and children under 18. The Clerk proposed that an explanation of the costs and recovery of fees for the burial of children and those under 18, should be contained in a separate sheet of fees and rules. This was agreed and will be circulated to Councillors shortly for consideration so that it can then be resolved at the next meeting.
c. Biodiversity Duty, and Action Plan – the Biodiversity Plan was adopted April 2024, Action Plan pending.
d. Cemetery Management and Waste Plan – first draft noted as pending
c. Date for Annual Cemetery Meeting – this was agreed for Monday 13 July 2026, starting time to be 7pm, Clerk to prepare Agenda.
18/5/26-8 Review of Pay for Parish Council Employees additional tasks and RESOLVE the way forward
It was RESOLVED to adopt the proposed rates of pay, which use the National Minimum Wage:
• for standby duties £63.50
• Interment of caskets £44.50 and
• installation of plaques £12.71
It was noted that the National Pay increase for the Parish Clerk role is currently under discussion and will be backdated to April once agreed.
18/5/26-9 Parish Council Donations 2026/27
The Clerk noted the previous year’s donations, and the budget available for this year, and it was RESOLVED to make the following donations:
i. Communication Magazine £250
ii. Lincs/Notts Air Ambulance £200
ii. CAB – Clerk to confirm there is still access in person to CAB services for residents
iv. Lindsey and Louth Blind Society – Clerk to ascertain if there is funding required that would specifically benefit North Somercotes residents.
Other funding that has already been agreed in the 26/27 budget includes Youth Club £1K – available for specific projects/needs, Crime Prevention and Reduction £1200, and Christmas Tree £100.
End of Annual General Meeting agenda items
Monthly Meeting
18/5/26-10 Minutes of 27th April 2026 Meeting – it was RESOLVED to adopt the notes as accurate minutes, and the Chairman signed and dated them.
18/5/26-11 Clerk’s Report on matters outstanding – the Clerk updated on the following, for information only
a. Cemetery Chapel Doors – awaiting second door b. Cemetery Statutory Records digitisation and mapping – ongoing – now 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. Quinquennial Inspection -to be arranged once second door replaced. e. Cemetery – hedge removed and wildflowers planted/sown. Fencing to be obtained/erected to designate different area f. Cemetery Biodiversity Audit/Action Plan – to be updated with input from LWT g. Orchard area – grass to be mown h. Policies and Procedures updates - ongoing i. Records Management - archiving and retention or shredding – ongoing j. Defib Training – dates to be organised in summer holiday
k. Chapel Field Future Use/Disposal – see 20 below l. 25/26 Audit – submitted on 8 May 26 m. Static caravans on land at Common Lane - see item 13e below n. Static caravan on Marsh Lane – see 13e below o. Speed Indicator Device – installation of poles due 12/5 p. Bleed Control Kit – see below. q. Concerns re dogs at Warrenside –as noted in the public session, further disagreement last weekend between dog walkers and householder r. Cyber- Attack insurance – need for cover under review s. Advertising on the highway – information forwarded to Cllr Walmsley, LCC agreed to advertising on planters for NFP t. Oil Scheme – suspended at present u. Antisocial behaviour – liaising with Primary school and Academy re the chalking on war memorial and setting fires in the Warren, etc. v. School Project – awaiting further details of what is required/involved w. Crime Prevention/ Detection – awaiting confirmation of details.
18/5/26-12 Annual Parish Meeting (APM) 8 April 2026 – the copy of the Notes from the meeting were noted, and Cllr Plater thanked for taking these. The Clerk has provided an insight into the experience of other parishes with regard to the proposal to hold the meeting next year on the same evening as either the March or April Parish Council meeting, even though it is not a parish council meeting, and the Clerk will take this into account when preparing the schedule of dates for 2027.
18/5/26-13 To consider any Planning applications received and RESOLVE the way forward on these and other Planning matters
a. Planning applications for consideration:
00555/26/FUL - Planning Permission - Erection of 1 no. dwelling – The Chantry, Jubilee Road
Following discussion, it was RESOLVED to support this application, and the Clerk was asked to request that it be called in to Committee.
b. To note planning applications approved:
03825/Outline Dwelling for vulnerable person – South Road. This was noted and the Clerk was asked to follow up what action will now be taken with regard to enforcing action to prevent the continued breach of planning rules.
c. To note planning applications refused:
03824/Caravan Site – South Road – as noted above, the Clerk was asked to follow up what action will now be taken with regard to enforcing action to prevent the continued breach of planning rules, and fire safety requirements, as well as the continued discharge of grey water into the site.
d. Planning Applications appealed: none
e. Enforcement Issues/Actions: Any update on reported issues:
i. Static Caravans on land/stables on Common Lane – An Enforcement Notice has been issued.
ii. Static caravan on Marsh Lane – the site owner has been served with a “breach established” notification.
f. Any other urgent planning matters/applications: none.
18/5/26-14 Highways, Paths and Lighting:
a. verbal update on problem log/outstanding issues which have been queried 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, in the meantime any photos with dates/times to demonstrate the problem on the junction would be very helpful and the Clerk will illustrate the issue with the Public Footpaths and Bridleways
iii. Speed Indicator Device (SID) – Poles should be installed 12/5, after which the SID will be installed.
iv. Cloddy Gate – awaiting an update on scheduling
v. The Bungalow, Keeling St – still waiting to receive confirmation of works done and problem resolved/scheduling as it is still outstanding with water all down the drive again.
vi. Hazeldene –T-bar insufficient, nuisance parking contact details provided, copies to be sent to Cllr Robinson
vii. Travellers Joy – T-bar insufficient, nuisance contact details provided, copies to be sent to Cllr Robinson
viii. Harmitchker house – overgrown hedge – work now done, note in Communication to thank.
ix. Evison Way – overgrown hedge – to be checked
x. Nirvana keeling St – water pouring down drive when raining – the contractor attended but the works carried out did not result in any difference at all, so appears to be a waste of time and resources. Cllr Robinson is looking into
b. Any additional issues/other urgent matters to be reported:
A1031 repairs/road closures at Thoresby Bridge/North Cotes – Cllr Robinson provided an update on these proposed works, with further details to be clarified and confirmed. Concerns were raised over the proposals, and the apparent lack of consultation with affected businesses/organisations, especially as the potential closure of the road to North Cotes during the summer holidays would be very problematical with various International events and competitions taking place at the shooting range at The Butts for example, and closure here would limit alternative routes for traffic going up the coast to Grimsby.
18/5/26-15 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 – it was noted that following discussion at the last Police Independent Advisory Group which Cllr Newman attended, that letters would be sent out to County, District and Parish Cllrs explaining what the IAG does, and recruitment is proceeding as expected.
c. Emergency/Flood Planning – Cllr Newman/Clerk – project on hold
d. Village Hall Committee – Cllr Plater – Nothing to report
e. DTE Wildlife Group – Cllr Newman - Nothing to report
f. Youth Club – Cllr Wallis – Wednesday night only continuing for the present.
18/5/26-16 Finance
a) The Chairman checked and signed the current account bank reconciliation for May 2026
b) It was RESOLVED to approve the schedule of receipts of £650 and payments of £4,541.25 for May 2026
18/5/26-17 25/26 Audit
The Clerk confirmed that the Annual Audit papers have been submitted to the external auditor, and the Notice displayed explaining rights to inspect the accounts between 3 June and 14 July 2026.
18/5/26-18 To receive/note general Correspondence for May, Website Updates and Communication – Various items have been circulated by the Clerk, including the EA flood defence information
18/5/26-19 Agenda items for the meeting to be held on 22nd June 2026 in the Village Hall
Agenda for Cemetery Annual Inspection, Chapel Field, Recruitment update
18/5/26-20 - Confidential Property and Personnel Matters – it was RESOLVED that the Council would move into closed session by reason of the confidential matters to be transacted – there were no remaining members of the public/press present in the meeting at this point.
a. Chapel Field Disposal of Retained Land – the Clerk has provided all information requested, and continued to chase the solicitors on this matter, including copying in one of the partners, as it is taking an inordinate length of time to conclude matters.
b. Clerk Recruitment- the Clerk updated councillors on discussions with the Chairman regarding proposed changes to separating out the Responsible Financial Officer duties from those of the Clerk. The Clerk will liaise with the prospective candidates and arrange interviews as soon as possible.
The Chairman thanked everyone for attending and closed the meeting at 8.10pm