2022 Parish Council minutes of meetings

Minutes of Parish Council meeting 23rd June 2022 at 7.15pm

held at Mareham le Fen Community Centre

Present: D. Hill (Chair), P. Chilvers, S. Millen, K.Deane

Not Present: Cllrs M. Percival, P.Bourn

Clerk:    A. Everard

Members of Public present: 3

Public Forum

Issues raised about the success of the Jubilee event showing community at its best. The Memorial Lawn issue needs to be solved to stop ongoing bitterness in the community.

121/22. Apologies for absence with reason given

The Clerk had received valid reasons for absence from Cllr Percival and Cllr Bourn.

122/22. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations

None were declared.

123/22. To receive the draft minutes to be approved as the minutes of the meeting held on 18th May 2022.

Proposed by Cllr Millen, seconded by Cllr Deane to adopt the draft minutes and approved RESOLVED to adopt the minutes of 18th May 2022 meeting and signed by the Chair.

124/22. To consider any matters arising from the minutes of 18th May 2022 not already on this agenda.

None

125/22. To receive and approve the draft minutes of Jubilee Committee on 17th May 2022 and consider the Platinum Jubilee events of June 2nd to 5th 2022.

Proposed Cllr Deane, seconded Cllr Millen to adopt the minutes and approved RESOLVED to adopt the minutes of 17th May 2022 meeting and signed by the Chair. Council noted the hard work put in by volunteers to make the events work well in spite of the poorer weather and good to see so many from the community come along and stay. Cllr Hill expressed ‘Thanks’ to everyone as the Chair of the Jubilee Committee.  Learning point would be to ensure the flyers and posters out earlier.

Cllr Millen proposed, Cllr Deane seconded and it was unanimously approved RESOLVED to donate the leftover sweets to the Play Area Group (if they will accept them) to assist with their fundraising.

126/22. To consider and comment on any local planning matters

• S/114/01622/21 - LAND AT MOAT FARM, WATERY LANE, MAREHAM LE FEN – no decision or change since the last meeting.
• S/114/02220/21 - LAND ADJACENT CROESO, MAIN STREET, MAREHAM LE FEN – no decision or change since the last meeting.
• S/114/01098/22 | Outline erection of a bungalow (with access, landscaping, layout and scale to be considered) existing building on site to be demolished. | MAREHAM LE FEN VILLAGE HALL, MAIN STREET, MAREHAM LE FEN, PE22 7RW comments by Monday 4th July 2022.

   Council noted the outline planning application and unanimously RESOLVED to support the application.

• S/114/01008/22 | Planning Permission - Change of use, conversion of extensions and alterations to existing store and dwelling to provide 2no. additional dwellings. | SCARBOROUGH HOUSE, MAIN STREET, MAREHAM LE FEN, BOSTON, PE22 7QJ comments by Wednesday 6th July 2022.

   The Council considered that the current work was an improvement on the old state of the buildings and felt the proposals would enhance the village so it was RESOLVED to support the application.

127/22. To receive updates and approve any action to be taken on,

127/22a) Cemetery – the Legal Services Ombudsman had decided that as a public authority the parish council had no standing to pursue a complaint.  The Clerk will take further advice but as council funds had been recovered through the Solicitors’ Regulation Authority it was unlikely to the complaint pursue further. Meanwhile the new solicitor was checking title to the cemetery and Cllr Millen recommended that a statutory declaration by ELDC might be necessary to be able to register all parts of the cemetery with the Land Registry. 

127/22b) Benches – delivery had occurred and stored locally until they could be installed and invoice received. A known tradesman would complete installation preferably with concrete and Platinum Jubilee plaques were on each bench.  The Clerk recommended a small gift be made for the generous storage of the benches for which council approved.

127/22c) Noticeboard – design approved since last meeting and delivery date awaited and known trademan doing the benches would also do the noticeboard.

127/22d) Grass-cutting contracts – invoices still awaited due to glitch with the contractor.  Issues with the cemetery extension being cut this time but the team leader was on holiday so may have affected latest cut.

Ormsby House Drive to School Lane and Masons Lane need cutting – the Clerk is to check maps and raise with Highways to check responsibility

127/22e) Bus shelter – the Clerk advised that he had identified another decorator to provide a quote. It was proposed by Cllr Deane, seconded Cllr Chilvers and unanimously approved, RESOLVED to delegate getting the order made to the Clerk (in consultation with the Chair and Vice Chair) if quotes below £500 and would complete the specified task. 

128/22.  To consider and approve financial matters

128/22a) Payment Schedule

Cllr Millen proposed, Cllr Chilvers seconded and it was unanimously approved RESOLVED that the following expenditure is authorised

128/22b) To receive, consider and approve cash book income and expenditure 2021-22 statements and asset register for publication.

Cllr Millen proposed, Cllr Chilvers seconded and it was unanimously approved RESOLVED that the payments and assets shown on the statements were authorised by the parish council for 2021-22 financial year.

128/22c) To receive the Annual Internal Audit Report dated 10th May 2022 and approve publication.

Cllr Deane proposed, Cllr Chilvers seconded and unanimously approved RESOLVED to note the internal auditor’s statement for 2021-22, action taken to correct procedures and approve its publication.

128/22d) To receive, consider and approve the Annual Governance Statement 2021-22 and for the Chair and Clerk to sign.

Cllr Deane proposed, cllr Chilvers seconded and unanimously approved RESOLVED for the Chair and Clerk to sign the Annual Governance Statement for 2021-22 which showed that the council had failed to publish the invitation for electors to exercise their rights which resulted in the Public Interest Report.

128/22e) To receive, consider and approve the bank reconciliation, variance analysis and the Accounting Statement 2021-22 and for the Chair and RFO to sign.

Cllr Deane proposed, Cllr Chilvers seconded and unanimously approved RESOLVED for the Chair to sign the Accounting Statement for 2021-22.

128/22f) To approve the dates of electors’ rights to be exercised 1st July 2022 to 11th August 2022.

Cllr Deane proposed, Cllr Millen seconded and unanimously approved RESOLVED to publish the invitation to electors to exercise their rights from 1st July to 11th August 2022.

128/22g) To approve the submission of documents to the external auditor and publication of documents on the parish council’s website to meet obligations specified in the Transparency Code and Accounts and Audit Regulations 2015.

Cllr Chilvers proposed, Cllr Deane seconded and unanimously approved RESOLVED to publish the documents to comply with the Transparency Code by 1st July 2022 for 2021-22 financial year.

129/22. To note items of correspondence LALC E-News, The Rural Bulletin, Police reports (published on website/noticeboard), email from Community Centre Trustees for a meeting (meeting took place on 20th June), County Views Feedback Report – Spring 2022, Town and parish council news and  consultation on the UK Shared Prosperity Fund (UKSPF) – councillors asked for the latter item to be publicised on the Facebook page and it would be brought to the attention of the Play Group (poster already on noticeboards). ELDC had also notified that the bid for Jubilee Grant was unsuccessful.

130/22. To consider options for the Playing Pitch field in Mareham le Fen and submission to the land owner/ land agent.

Councillors discussed options and some of the risks that may arise. Some ideas might include allotments, football pitch, parking, 5-a-side, skateboarding, jogging, car boot sales, Mens Shed but there were potential liabilities arising from the removal and decontamination of the portaloo, is the existing changing rooms/shed useful, is the drainage working, cost of maintaining the Leylandii hedge and potential cost of fencing the field. However, councillors wanted to preserve the asset for the community if they wanted it and grants and revenue could be generated to deliver the items needed to preserve it for the community and make it useful. It was proposed Cllr Chilvers, seconded Cllr Deane and approved RESOLVED that the Clerk should approach the land agents to initiate discussions to seek a short-term lease to allow time for the longer-term business case to be generated. Residents will be asked to provide ideas on Facebook.

131/22. To consider and approve the community asset re-registrations in the village.

Proposed Cllr Millen, seconded Cllr Deane and unanimously approved RESOLVED not to re-nominate the Village Hall because it was no longer actively used by the community and outline planning application sought to develop the land.

Discussion took place regarding the Memorial Lawn charity scheme and the Trustees have been asked to provide documents for consideration at the meeting next week regarding this potential nomination.

Proposed Cllr Deane, seconded Cllr Millen and unanimously approved, RESOLVED to nominate the former Football Playing Field as a Community Asset to ELDC because children and adults have been actively using the field for decades, it is still a village asset and parish council decided it was important to retain it.  The Clerk will complete and submit the nomination form.

132/22. To receive updates, consider and approve any action on highways matters including Community Speedwatch application.

Parish Councillors were not informed why the expected road closure did not occur.  Having a discussion with Gleesons would be appreciated.  No further update from Highways yet but a planned walk with Cllr Gray in mid-July with parish councillors may shed more light on this and may also get some action on the uncut paths.  An open meeting on 25th June 10am -11am at the Community Centre to discuss Community Speedwatch will take place and will be publicised on parish council facebook for potential volunteers.

13. To consider forthcoming training sessions, conferences and bookings – as listed on LALC ENews

Cllr Deane to attend New Councillor course in September.

14. To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure.  The Council may resolve to go into a private confidential session in accordance with the Policy and Procedure if necessary.

None

15. Date of the next and 20th July 2022 and items to be added to the agenda.

An extraordinary meeting will take place on 29th June at 7.15pm to finalise business not completed at this meeting.

Meeting closed 9.22pm