2022 Parish Council minutes of meetings

Minutes of Parish Council meeting 16th March 2022 at 7.15pm

held at Mareham le Fen Community Centre

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

Clerk:    A. Everard

Members of Public present: Three

Public Forum

No issues were raised.

67/22 Comments from the Chair

The Chair welcomed everyone to the meeting. The Chair noted that Covid infection rates were increasing and some people may wish to wear face coverings.  The Chair highlighted the Local Star awards that recognise local councils effort. Nominations needed to be made if suitable candidates were identified by email to Lincolnshire Association of Local Councils.

68/22. Apologies for absence with reason given

All parish councillors were present.  County Cllr Gray had sent apologies. District Cllr Avison had also sent apologies.

69/22. Declaration of Members’ interests in accordance with the Localism Act 2011  

None declared.

70/22. To consider requests from members for a dispensation on any items on the agenda.

None requested.

71/22. To receive the draft notes to be approved as the minutes of the Meeting held on 16th and 23rd February  2022.

Proposed by Cllr Hill, seconded by Cllr Chilvers and unanimously approved

RESOLVED to approve the 16th February and 23rd February 2022 minutes and the Chair signed them both.

72/22. To consider any matters arising from the minutes 16th and 23rd February 2022 not already on this agenda.

None were raised.

73/22. To receive and adopt the minutes of the Staffing/Employment Committee dated 16th February 2022.

Cllr Hill, Chair of the Committee informed the Council of the recommendations made by the Committee and it was proposed by Cllr Hill and seconded by Cllr Chilvers to approve

RESOLVED to adopt the decisions of the Staffing/Employment Committee.

74/22. To consider and comment on any local planning matters

• S/114/01622/21 - LAND AT MOAT FARM, WATERY LANE, MAREHAM LE FEN – Undecided by the Planning Authority prior to this meeting.
• S/114/02220/21 - LAND ADJACENT CROESO, MAIN STREET, MAREHAM LE FEN – Undecided by the Planning Authority prior to this meeting although further documents and consultation responses noted.

75/22. To agree the date of the Annual Parish Meeting and the arrangements.

Following a short discussion noting that Anglian Water representatives would be present the date of the Annual Parish Meeting was proposed by Cllr Millen and seconded by Cllr Chilvers and approved unanimously 

RESOLVED that the Annual Parish Meeting will take place on 20th April 2022 starting at 7pm at the Community Centre and the Clerk should invite local organisations to address electors/residents and a newsletter to be produced.  

76/22.  To receive the draft minutes of the Jubilee Committee dated 15th March 2022 and approve financial commitments and to approve Jubilee Committee budget for the financial year 2022/23.

The Chair of the Jubilee Committee, Cllr Hill, presented the Jubilee Committee minutes and the recommendations and decisions made.  It was planned that events would start on Thursday June 2nd with village trail and quiz, scarecrow weekend, church bells being rung at 9.15pm and the community to come outside and join a community clap.  On Sunday 5th June events at the Community Centre included stalls, traditional games, picnic on The Green, bouncy castle, miniature railway, Pimms and cream teas and a Family Disco in the evening. Spending so far included £449 for commemorative mugs for the school children, £275 to book Sparkle Entertainment for the Family Disco and £160 for LGM Events.  Gift vouchers had been donated for prizes by the Red Lion, Revesby and more prizes being sought.  A discussion took place about working with the Royal Oak to bring visitors to all events and venues in the village.  Cllr Chilvers would speak to the proprietor to see if they might like to add something into the parish council newsletter. It was proposed by Cllr Hill and seconded by Cllr Millen and unanimously approved a £250 budget to produce a parish council newsletter and Cllr Millen proposed and seconded by Cllr Hill that the unspent budget of £116 and £500 be available to spend on Jubilee-related matters in 2022-23 financial year and approved unanimously

RESOLVED to publish a parish council newsletter to distribute around the parish including the details of the Annual Parish Meeting and Jubilee events with a budget of £250 and the Jubilee Committee to have budget of £616 for 2022-23.  

77/22. To receive updates and approve any action to be taken on the cemetery

77/22a The Clerk’s report on the Cemetery was considered and it was proposed by Cllr Hill and seconded by Cllr Bourn that the Council becomes a member of the Institute of Cemetery and Crematorium Management (ICCM) for £95 a year and unanimously approved RESOLVED to join the ICCM and pay £95 subscription.

77/22b It was proposed by Cllr Chilvers and seconded by Cllr Bourn that a Cemetery Committee is formed and the Terms of Reference adopted and all members of the parish council are member of the committee and unanimously approved RESOLVED that a Cemetery Committee with the draft Terms of Reference adopted.

77/22c Discussion took place about whether the funds passed to a former solicitor would be recovered.  The Clerk advised this was now in the hands of the SRA and Legal Services Ombudsman.  VAT could be reclaimed from HMRC.  It was questioned if it was a precondition that the proposed land purchase should be suitable for burials.  The Clerk advised they would not know that until after planning permission was obtained but the land could always be used as a Garden of Remembrance suitable for cremated remains even without planning permission and the council must also have some burial land that is not consecrated to meet legal obligations. It was proposed by Cllr Hill and seconded by Cllr Bourn for the Clerk to appoint Wilkins Chapman to complete the conveyance for the cemetery extension with a budget of £950 and the Clerk to write to the Diocese of Lincoln to obtain details of which parts of the cemetery have been consecrated and a majority approved

RESOLVED to appoint Wilkins Chapman to complete the cemetery extension purchase with a budget of £950 for the legal fees and the Clerk to write to the Diocese of Lincoln about consecrated parts of the cemetery.

77/22d Quotes had been obtained to either submit a planning application or begin groundwater testing in the cemetery extension and would need to start promptly before the groundwater began to fall from mid-April as better weather returned.  The fee proposals showed some of the potential costs involved in developing land to be suitable for burials that would depend on the environmental impact of extending the cemetery.  It was proposed by Cllr Millen and seconded by Cllr Hill that TGMS be appointed to begin Tier 1 and 2 groundwater testing with a budget of £5,000 plus VAT and it was unanimously approved.

RESOLVED that TGMS is appointed to undertake groundwater testing for fees of £5,000 plus VAT to begin work shortly.

78/22 Benches – Cllr Millen confirmed the benches to be purchased as proposed in minute 35/21 and the locations so the Clerk could update the quotation and submit to Lincolnshire County Council to obtain the highways licence.

79/22 Noticeboard – the Clerk advised that suitable noticeboards with installation costs were in excess of the approved budget.  Cllr Hill proposed and Cllr Bourn seconded increasing the budget to £1200 and it was unanimously approved

RESOLVED to increase the budget to purchase a replacement parish council noticeboard to £1,200.

80/22 Parish council’s website and social media – approval of the privacy policy and the email and social media policy

The policies had been circulated prior to the meeting and Cllr Bourn proposed and Cllr Hill seconded and unanimously approved

RESOLVED to approve the Privacy Policy for the website and Parish Council’s Social Media Policy.

81/22. To consider any Highways issues including approval of the LCC Parish Agreement for 2022/23 for signature.

There were no new highways issues raised.  Fix My Street was being used to report new faults with a rapid response observed. The Clerk advised that the amount to be paid by LCC for parish council undertaking the Highways grass-cutting this financial year will be £1119.30. Cllr Chilvers proposed and Cllr Bourn seconded that the Parish Agreement 2022-23 be signed by the Chair and unanimously approved

RESOLVED to agree the Parish Agreement 2022-23 with LCC and the Chair signed the agreement.

82/22 To approve a budget for the production of a parish council newsletter in early-April 2022 regarding Anglian Water attendance at the April meeting, Jubilee plans and the Annual Parish Meeting and other parish matters.

It was noted that this matter had been dealt with under minute 76/22 and the Clerk was to produce the copy for approval and printing.

83/22.  To consider and approve financial matters

1. To receive the NJC pay rates and approve their application from 1/6/2021

The new rates were circulated prior to the meeting and Cllr Hill proposed and Cllr Millen seconded and unanimously approved to adopt them from 1st June 2021.

RESOLVED to adopt the increased NJC pay rates from 1st June 2022 and salary increases applied to employees.

2. To approve expenditure on the payments schedule

3. To consider the latest version of the asset register and identify any additions or amendments

Benches at Revesby Corner, Watery Lane and the cemetery, commemorative placques and trees to be added.

d) To note and approve the use of a payment system to issue invoices and availability of payments by BACs, credit and debit card.

The Clerk advised that Lloyds Bank needed minuted approval of the application for a debit card and signatures of the bank signatories and that in order to issue invoices in respect of cemetery fees he had implemented SumUp after a review of fees and functionality with other payment systems which allowed payments by BAC’s and credit and debit cards.  Cllr Hill proposed and Cllr Bourn seconded with unanimous approval of these changes to payments system

RESOLVED that the use of SumUp is authorised for quotes and invoicing debts owing to the parish council and the parish council apply to Lloyds Bank for the issue of a business debit card to authorised users (the Clerk) as determined by the parish council from time to time subject to the business debit card terms and conditions and that two members of the parish council are authorised to request the Bank to issue to authorised officers on behalf of the parish council as the bank signatories.  It is approved that the bank is authorised to debit the council’s bank account with all transactions, fees, interest and overdraft that may arise from the use of the debit card.  Cllr Hill and Cllr Chilvers signed the application form.

84/22. To note items of correspondence for information and decide on items for future action

– LALC E-News – training dates noted; Invitation to nominate Community Centre Trustees – the Chair of the parish council was happy to be nominated; Information from the school about the Jubilee mugs was that the cost had been slightly  greater than the grant approved at the previous meeting but councillors did not want to revisit the decision.

85/22 To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure.

There were no candidates to consider. The Chair reminded members of the public present that they were welcome to be co-opted as there was 4 vacancies if they were interested. Just let the Clerk know of their interest.

86/22. To consider and receive details about any other parish matters and items for the next agenda.

The usual items were expected. Cemetery fees were to be reviewed.

87/22. Date of next ordinary meeting – 20th April 2022 and the dates of any committees and extraordinary meetings planned.

A meeting of the Cemetery Committee will take place on Thursday 24th March 2022 at 7pm.

The parish council will meet on 20th April after the Annual Parish Meeting which will start at 7pm. 

88/22 To resolve to exclude the media and the public to consider items that may include the disclosure of confidential information regarding contracts in accordance with S.1(2) Public Bodies (Admission to Meetings) Act 1960

Cllr Bourn proposed and Cllr Millen seconded to exclude the public and media and it was unanimously approved RESOLVED to exclude the media and public from the meeting to discuss confidential matters.

Cllr Hill proposed and Cllr Chilvers seconded that IDVerde and Cllr Bourn proposed and Cllr Millen seconded that Mr D. Lawrence be granted grass-cutting contracts for three financial years 2022-23, 2023-24 and 2024-25 with an option to extend for two further years subject to satisfactory due diligence prior to the start of the contracts and the Clerk to adjust the budget to cover the expected contract costs and the motions were unanimously approved

RESOLVED to accept the offer of IDVerge and Mr D. Lawrence to undertake the grass-cutting contracts specified in the tender documents for three financial years with options to extend for two further annual periods and the 2022-23 budget to be adjusted to meet the agreed contractual costs.

There being no further business the Chair closed the meeting at 9.20pm.