2022 Parish Council minutes of meetings

Minutes of Parish Council meeting 19th January 2022 at 7.15pm

held at Mareham le Fen Community Centre

Present: Cllrs M. Percival (Chair), D.Hill (Vice Chair), S. Millen, P. Chilvers and P. Bourn.

Clerk:    A. Everard

Members of Public present: Eight

Public Forum

Members of the public raised the following issues

• Previous meetings had not been publicised on the village discussion forum.  The Chair advised that the details had been in noticeboards and on the parish council website but would consider how parish council information would appear on social media.
• Concerns raised about the state of footpaths, road signs and roads near Fieldside, Revesby Corner and the users of Manor Farm which are creating deep ruts around Lammins Lane and elsewhere. Councillors agreed to raise this under agenda item ‘Highways’ and ask for help from County Councillor Cllr Gray who was expected at the meeting later.
• Street light number 37 is still not working. 
• The footpath issues raised in the previous meeting has still not been resolved. 

18/22 Comments from the Chair

The Chair welcomed everyone and wished them a Happy New Year and apologised for cancelling the December meeting at short notice in accordance with national guidance. Face masks would be worn today following current covid statutory requirements. The parish council has held a couple of extraordinary meetings in January to catch up – minutes are on the website. The Chair introduced Andrew Everard as the new Clerk who became Acting Clerk on 21st December and formally appointed on 5th January 2022. The new Clerk has been busy catching up on outstanding issues so we have a full agenda.  Councillors were asked to keep their contributions to the point and short and members of the public cannot contribute unless requested to do so.

19/22. Apologies for absence with reason given

None. All parish councillors present.

20/22. Declaration of Members’ interests in accordance with the Localism Act 2011  

None declared.

21/22. To consider requests from members for a dispensation on any items on the agenda.

None requested.

22/22. To receive the draft notes to be approved as the minutes of the Extraordinary Meeting held on 12th January 2022.

Proposed by Cllr Hill, seconded by Cllr Bourn and unanimously approved.

23/22. To consider any matters arising from the minutes of 24th November 2021, 5th January 2022 and 12th January 2022 not already on this agenda.

Street light 37 still not working.  Cllr Hill agreed to check and to upload details to Fix My Street.

24/22. To consider the Statutory Recommendation and Public Interest Report issued by PKF Littlejohn LLP (external auditors) in accordance with Schedule 7 of the Local Audit and Accountability Act 2014.

The Chair read out a statement regarding this matter,

“Mareham le Fen Parish Council has received two letters from the External Auditor and the requirements of the Local Audit and Accountability Act 2014 means that we should publish their reports online and note their recommendations at a public meeting.  The parish council was expected to publish the annual financial return for the previous financial year ending 31st March 2021 on the website and confirm to the external auditor that we are exempt from review by 1st July.  Mareham le Fen Parish Council failed to do this in 2021. 

First of all there were no councillors in place after East Lindsey District Council terminated their terms of office.  Additionally, the parish clerk retired at the end of May 2021.  As a result, the annual financial return could not be approved, displayed on the website and submitted to the auditor until a new parish council was elected in September 2021.  All of this has happened against an unprecedented backdrop of the Covid pandemic. 

The new parish council approved the annual financial return at the October meeting and a copy was sent by post by the Acting Clerk but regrettably it never arrived so eventually on 17th December the External Auditor issued the Public Interest Report. 

The Parish Council has taken steps to address the recommendations in the External Auditor’s reports;

• Appointed a new permanent Parish Clerk and Responsible Financial Officer on 5th January
• The financial return and spending for 2020-21 is now shown on the council’s website and the annual return has been received by the External Auditor who has now closed their review.
• The Council will approve updated Financial Regulations and Standing Orders of the Council at this meeting.
• The Council will appoint at this meeting a competent and independent Internal Auditor through LALC’s panel to complete the internal audit for this financial year which will improve our governance and procedures further.

In conclusion the foundations for a strong return to compliance with our legal duties is now assured for this and future financial years and I am happy to report that 2021 has passed and 2022 looks more positive. The issues raised by the External Auditor have been sorted out.”

The Chair noted that an invoice from PKF Littlejohn LLP (the external auditors) had been received that day for £440 plus VAT for the chasing and reports they had to issue. 

The Chair asked if Councillors had any comments and there were none. The Chair suspended Standing Orders and asked members of the public if there were any comments or questions and there were none.  Standing Orders reinstated and it was proposed by Cllr Hill and seconded by Cllr Bourn and unanimously approved

RESOLVED that the parish council accepted the recommendations made by the external auditor and had taken steps to prevent the failures happening again.

25/22. To appoint LALC to provide an internal auditor from its panel for 2021-22 financial year and to pay the audit fee.

It was proposed by Cllr Hill, seconded by Cllr Millen and unanimously approved

RESOLVED to appoint LALC and to pay the internal audit fees of £160 plus VAT (less 10% discount) for 2021-22.

26/22. To adopt the draft Standing Orders and Financial Regulations circulated prior to the meeting with immediate effect.

It was proposed by Cllr Chilvers and seconded by Cllr Hill and unanimously approved.

RESOLVED to adopt the updated Standing Orders and Financial Regulations with immediate effect.

27/22. To approve the remit for a Staffing/Employment Committee and to appoint three councillors.

Cllrs Hill, Bourn and Chilvers were proposed to be appointed to the committee.  Cllr Hill proposed and Cllr Millen seconded and it was unanimously approved

RESOLVED that the Staffing/Employment Committee remit is approved with Cllrs Hill, Bourn and Chilvers appointed.

28/22. To approve the budget for 2022-23 financial year.

A draft budget had been circulated prior to the meeting including comparative information regarding the past three-year’s income, spending and the bank balances.  The Clerk verbally explained the main features for 2022-23 budget particularly the expected increase in costs for grass-cutting, staff costs and elements that may be funded from reserves including benches, noticeboards and potential cemetery purchase and land preparation costs once further enquiries had been made. 

                           Budget 2022-23

Proposed by Cllr Hill and seconded by Cllr Millen and unanimously approved
RESOLVED to adopt the budget for 2022-23 financial year.

29/22. To approve the Council’s precept for 2022-23 financial year.

Information about the precept calculation had been circulated prior to the meeting. Precept had been set at £11,000 for several years.  Due to an increase in the number of houses in the parish the council tax amount on bills would decrease in 2022-23.  Councillors discussed options and it was proposed by Cllr Hill and seconded by Cllr Millen and unanimously approved

RESOLVED that precept for 2022-23 will be unchanged at £11,000.

30/22. To consider and comment on any local planning matters

S/114/01622/21 - LAND AT MOAT FARM, WATERY LANE, MAREHAM LE FEN - Planning Permission - Erection of 10no. dwellings with associated garages and construction of a vehicular access. Existing agricultural buildings on site to be demolished.

Councillors sympathised with neighbouring residents losing light and privacy.  Bungalows might have been a better choice. There is not a lot of space between new dwellings and the neighbours in the farmhouse. The ecology report was noted and councillors supported those recommendations for a further survey. Bird boxes and barn owl boxes would be helpful. Cllr Chilvers proposed and seconded by Cllr Bourn and unanimously approved that it was RESOLVED to submit ‘neutral’ comments.

S/114/02220/21 - LAND ADJACENT CROESO, MAIN STREET, MAREHAM LE FEN - Detailed Particulars relating to the erection of 30 no. detached bungalows with attached garages, (outline planning permission S/114/2315/17 which was for Outline erection of 32no. dwellings (with means of access to be considered) granted on the 23 October 2018.

Councillors noted the decrease to 30 houses and the variety of houses being proposed. Strong reservations were voiced about the ability of the sewerage system to support a likely 70 people living in these 30 dwellings (average 2.2 persons per house).  There will be extra water run-off from the site and the sewerage system is not working well now with about 3 lorries a week visiting the sewage works to keep it functioning.  This development will add to the burden on the existing infrastructure and possibly adversely affect other residents. The parish council noted and supported the local residents’ comments raising concerns about the development.  It was proposed by Cllr Chilvers and seconded by Cllr Millen and a majority approved it was RESOLVED to submit comments ‘against’ the development.  

The councillors asked the Clerk to write to Anglian Water to ask for an update on the ability of the sewerage plant to cope with increasing numbers of households in the village.

31/22.  To consider and approve financial payments detailed on the payments schedule and to receive an update on the bank mandate.

The Clerk had heard from the parish council’s bank prior to the meeting indicating that the mandate changes had been completed and payments were now possible. The Clerk advised he had made regular visits to the local branch in Horncastle and had sent a letter to the bank’s processing centre to underline how urgent it was to sort out the mandate and to unfreeze the account. Cheques had been prepared for signature.

The Clerk advised that he was awaiting getting access to HMRC PAYE to be able to determine any liabilities by the end of the month so provided an estimate for staff costs including the additional hours and for work completed while Acting Clerk.  Cllr Hill proposed and Cllr Bourn seconded and it was approved,

RESOLVED to pay the items on the payment schedule. Finalised staff costs to be decided by the end of the month and reported to next meeting.

32/22.  To consider ideas and proposals for commemorating the Queen’s Jubilee.

Councillors noted receipt of an email from the Lord Lieutenant and discussed possible ideas such as a beacon or  bonfire. Cllr Bourn and Cllr Hill had attended this week a developing Jubilee Group led by a Community Centre Trustee following an invite to the parish council to see if any parish councillors could attend.   The Group aims to pull together ideas and people from across the parish and ideas might include a Big Lunch, Flowers in the Church, a band or bugler to play, planting a tree(s), scarecrows, a plaque. Apart from an initial discussion nothing has been decided. Cllr Hill said that at this stage a financial contribution towards some bunting may be something the parish council could assist with. The parish council was keen to see events that pulled the community together and would lend support as proposals developed if appropriate. Other business, organisations and community groups in the village are encouraged to join in with the Jubilee preparations. Councillors will continue to engage with the group.

33/22. To receive updates and approve any action to be taken on the Cemetery

The Clerk reported that a burial had taken place the day before.  He had found some of the recent records difficult to follow and may need some work to update and it was evident that billing had not really taken place during 2021.  Councillors noted the Clerk had written to the solicitor asking for an update on the purchase of the additional parcel of land for extending the Cemetery.  Councillors were alerted to national consultations that could affect future development of new burial sites.  Cllr Millen proposed, Cllr Bourn seconded and it was approved

RESOLVED for the Clerk to seek architects or planning consultants to get started on the planning application process. 

34/22. To receive updates and approve any action to be taken on locating new benches in the village

Councillors had identified possible locations in the village to locate benches.  The Clerk was asked to contact LCC to determine if they would have any concerns with the proposed locations. 

35/22. To receive updates and approve any action to be taken on the Bus Shelter

The bus shelter was in need of some repair. It was proposed by Cllr Bourn and seconded by Cllr Chilvers and approved RESOLVED that the Clerk investigate and get quotes to do the work needed to the bus shelter.

36/22. To receive updates and approve any action to be taken on noticeboards

Verbal enquiries had taken place at the shop and they were happy for the noticeboard to remain on the wall rather than seek another location.  It was proposed by Cllr Bourn and seconded by Cllr Millen and approved RESOLVED that quotations should be obtained by the Clerk to replace the noticeboard.

37/22. To receive updates and approve any action to be taken on grass verge and hedge cutting

Maintenance, grass-cutting and hedge-cutting contracts were to be drawn up by the Clerk to go out for tender for the 2022 season as discussed in a previous meeting.  Details would be provided to interested contractors and others and shown on the parish council website once approved by the Council.

38/22. To receive updates and approve any action to be taken on purchase or leasing of land and property

The Clerk had written to the parish council’s solicitor handling the purchase of the plot of land to extend the cemetery/ land for burials.  He had also asked the Diocese of Lincoln’s agents if the land at the football field was still leased and if not to discuss future use with the parish council.

39/22. To receive updates and approve any action to be taken on parish council’s website.

Councillors were pleased that the council’s website was now up to date and being used and thanked the Clerk.

40/22. To consider any Highways issues.

County Councillor Gray was present and councillors showed him photos of the damage being done in the Manor Farm and Lammins Lane area by large articulated vehicles entering and leaving through Manor Farm’s new access route into narrow lanes causing damage to signage and roadsides and expressed concerns raised by residents during the earlier public forum. Cllr Gray undertook to take up the issue.

An issue raised by a resident at Shop Hill would be put onto Fix My Street by the Clerk.

41/22. To approve the following draft policies; Councillor Expenses, Data Protection, Freedom of Information, Training and Development, Recording and filming Council and Committee Meetings.

Circulated and displayed on the website in advance. Proposed by Cllr Hill, seconded Cllr Millen and approved. It was RESOLVED to adopt the policies listed.

42/22. To note items of correspondence for information and decide on items for future action.

LALC E-News about local council topics; Lord Lieutenant’s email about the Jubilee; Rural Service Bulletins circulated.  The Clerk drew attention to the national consultation on burial sites planning rules changing. The Chair remarked on the emailed information from AEB offering free education courses to those 19+ regardless of income and asked if it could be added to the parish council website and would add to village discussion groups.

43/22. To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure.

There remain four vacancies on the parish council that can be filled by co-option. Anyone who is interested in joining can see the Council’s Co-option Policy and Procedure on the website. Notices are up in the noticeboards. Persons 18+ who live, work or have property or land in the parish are eligible. Contact the Clerk for further information. Applicants will be considered at the next and future meetings to fill the vacancies.

44/22. To consider and receive details about any other parish matters and items for the next agenda.

Jubilee update and bus shelter work quotes so far.

Date of next meeting – 16th February 2022 at 7.15pm.

The Chair declared the meeting closed at 8.54pm.