2023 Minutes of Meetings

Minutes of Parish Council meeting 18th January 2023 at 7.15pm

held at Mareham le Fen Community Centre

Present: Cllrs M. Percival (Chair), P. Chilvers, P.Bourn, L.Thomas

Not Present: All present.

Clerk:    A. Everard

Members of Public present: 13 reduced to 8 persons after the public forum

Public Forum

Issues raised included lack of street lighting outside the Community Centre pedestrian gateway (following a recent fall by a pedestrian); questions about when Community Speedwatch could be implemented due to continuing speeding through the village; concerns about the additional dwellings being sought through the planning application which are outside the village boundaries and use up good agricultural land and add pressure onto utilities infrastructure. 

Public forum ended at 7.37pm.

1/23. Apologies for absence with reason given

None – all present.  It was noted that Cllr Deane and Cllr Hill had resigned, and the Chair thanked them for their service.

2/23 Declaration of members' interests in accordance with the Localism Act 2011 and requests for dispensations.

None.

3/23. To receive the draft minutes to be approved as the minutes of the meeting held on 19th October 2022 and 16th November 2022.

Proposed Cllr Bourn, seconded Cllr Chilvers and unanimously approved RESOLVED to adopt the minutes of 19th October and 16th November 2022. Chair to sign.

4/23. Any matters arising from the minutes of 16th November 2022 and Clerk’s updates not already on this agenda.

None.

5/23. To receive and note correspondence

Correspondence had been received from Lincolnshire Police, emails from resident regarding a defibrillator in Tumby Woodside, LCC and Western Power, LALC ENews (weekly), LCC and ELDC Newsletters, LCC enquiry into the siting of horse awareness signs to meet riders’ frequent routes, resignation of Cllr K.Deane, LCC enquiries into quality of A155 road surface completed by Gleesons’ contractors, proposals for footpaths at West Lane, Revesby – footpaths 181and 186, notification of appointment of external auditor PKF Littlejohn 2023-24 to 2026-27, Transport Services Group Christmas and Winter bus timetables, ELDC precept amount request, email LCC Emergency Response Team regarding emergency response plan, email Multiply Maths Survey, LCC email to advise road works / road closure Leagate Inn for 3 weeks from 13/2/2023, Cloud Next Ltd email to confirm account set up for .gov.uk emails, email regarding new PARISH.UK website containing public information for parish areas, Email LCC budget consultation 2023-24, Information email from Lincolnshire Football Association for funding sports, recreation and football development, LCC Fire Service response times survey, Wave water services survey. The Clerk had shared items with councillors and where appropriate posted onto the website. 

6/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

Cllr Gray(LCC & ELDC) provided a written report and highlighted kerbside work due to take place in Tumby Woodside from 13th February 2023.

Cllr Foster (ELDC) stated that the nominations for the assets of community value had been unsuccessful because there was a lack of current and future use and a new application was required if the council or another community interest group were to nominate (not an appeal).  Cllr Foster noted the conflict in the parish over the future of the Memorial Lawn.  A way forward needed to be found to resolve this issue. Cllr Foster noted the planning applications causing some concern in the village which already had 12 objections and indicated that he and Cllr Avison had called it in to be considered on 9th February 2023 at Planning Committee.

7/23a). To consider and comment with material considerations on any local planning matters as a statutory consultee and to note decisions made by East Lindsey District Council

• S/114/01741/22 - LAND ADJACENT CROESO, MAIN STREET, MAREHAM LE FEN - Section 73 application in relation to condition no. 1 (approved plans) previously imposed on planning permission ref. no. S/114/02220/21 for the erection of 30no. dwellings – noted update – ELDC approved with conditions.
• S/114/01809/22 - LAND EAST OF SHERATON, MAIN STREET, MAREHAM LE FEN - Planning Permission - Erection of 30no. dwellings and construction of a vehicular access – for comment.  Councillors debated the suburban and unattractive nature of the dwellings; it is a windfall development not in the original local plan; there are continuing speeding issues on the bend near to the entrance of the site and with an assumption of two vehicles per dwelling the risk of serious accidents is increasing; the loss of agricultural land as a greenfield site is not consistent with using brownfield sites first; there is considerable concern about rapid growth in the size of the village and that there is a lack of reliable utilities infrastructure to support that growth; the new development does not provide landscaping to blend the new development into the settlement just a hard edge on the western edge which just makes it look suburban rather than a charming rural village – this plan needs to be improved; the Prime Minister and other senior politicians say that the national planning policy is not to build on greenfield sites but this application will take over greenfield agricultural land even when there are other brownfield sites still to be developed in the village. It was proposed by Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to put forward further comments in respect of the planning application delegated to the Clerk.
• S/213/02177/22 - LAND AT HILL FARM, MAIN ROAD, WOOD ENDERBY - Planning Permission - Change of use, conversion of and alterations to the 4no. existing agricultural buildings to provide facilities for the importation of virgin timber, wood pallets and wood chip for biomass for the production of dried wood and wood chip for briquette production (off site) and the installation of 6no. 10m high flues – New and for comment – the council noted the additional information added to the application and noted the economic development and ‘green’ credentials that biomass production brought with it; the development would make the site look better; the processes appeared to be manual so noise levels not expected to be high; on-site residential for workers welcome; concerns raised about the parking issues that occur around the Horncastle Road junction in Mareham le Fen and if the large vehicles turning into and off the A155 would have difficulty passing through and if not if this would lead to further problems on Watery Lane, School Lane and Fieldside – a solution could be more double yellow lines to keep at least one side of Horncastle Road clear; concern raised about the 10metre high chimneys and assurance needed that this will be shielded by trees.  It was proposed Cllr Thomas and seconded Cllr Bourn and unanimously approved RESOLVED that the parish council would not support or oppose the development in view of latest information and the Clerk would submit comments. 

7/23b) To note solicitor’s correspondence regarding proposed footpath changes in Revesby and Mareham and agree comments to be made.

After discussion it was proposed, seconded and unanimously RESOLVED that the Clerk would submit ‘No objections’ to the solicitors.

8/23. To note the date of the Coronation on Saturday 6th May 2023 and Bank Holiday Monday 8th May 2023 and to consider any arrangements the Council wish to make.

It was proposed, seconded and approved RESOLVED to set up a working party of all councillors to explore ideas and suggestions to bring back to the parish council meeting.

9/23. To decide the date of the Annual Parish Meeting 2023 and arrangements.

It was discussed and proposed by Cllr Bourn, seconded by Cllr Chilvers and unanimously approved RESOLVED to hold the Annual Parish Meeting on Wednesday 29th March 2023 at the Community Centre and (subject to availability) to invite speakers such as Community Speedwatch, PCSO about road safety and maybe someone from Lincolnshire Football Association and/or Revesby Estate. Clerk to contact.

10/23. To note current negotiations regarding the former football playing field and future funding options.

Debate took place around the emerging options after receiving information from Lincolnshire Football Association and funding available which could be for football pitch, MUGA, Archery, dog agility, etc so it was proposed by Cllr Thomas, seconded by Cllr Bourn RESOLVED that the council needed to find grants and firm up the options and to try and get the agreement in place with the land agents if at all possible and this topic would need to be revisited often as things progressed.

11/23 To approve booking the Community Centre for parish council meetings on third Wednesday of the month in 2023 starting hire at 7.00pm – 15/2, 15/3, 19/4, 17/5, 21/6, 19/7, 16/8, 20/9, 18/10, and 15/11/2023 and 17/1/2024.

Proposed Cllr Chilvers, seconded Cllr Thomas, unanimously approved RESOLVED to book the Community Centre and pay the hire fees.

12/23.  To consider and approve financial matters

a) To approve expenditure on the payments schedule

Payments were proposed by Cllr Chilvers, seconded by Cllr Thomas and unanimously approved RESOLVED to make the payments in the payments schedule.

b) To receive the accounts for 2022-23 and bank reconciliation

The Clerk circulated the cash book accounts and bank reconciliation and councillors noted the bank balances of current account £4489.10 (30/12/22) and deposit £23,816.10  (9/1/23).        .

c) To review and approve direct debits and standing orders.

The Clerk reported that the following payees were paid by direct debit; Information Commissioner’s Office, HMRC, NEST pensions, Giffgaff, Anglian Water, Cloudnext Ltd and to be reviewed under paragraph 6.7 of Financial Regulations.  Payment by Direct Debit would save administration costs (postage, stationery, mileage). The list was proposed by Cllr Chilvers, seconded by Cllr Bourn and unanimously approved RESOLVED to adopt the payments by direct debit to the listed payees.

d) To consider and approve the budget for 2023-24

Councillors had received a draft budget prepared by the Clerk/RFO comparing current year spend and estimated spend in 2023-24 including earmarked reserves. Councillors noted the underspend for the donation to Royal British Legion Poppy Appeal wreath and it was proposed by Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to add £25 payment to this month’s payments schedule for the Royal British Legion.

Following debate it was proposed by Cllr Bourn, seconded by Cllr Thomas and unanimously approved RESOLVED the following budget for 2023-24 financial year

e) To approve the precept for 2023-24.

It was proposed by Cllr Thomas, seconded by Cllr Chilvers and unanimously approved RESOLVED the precept for 2023-24 is £12,320.

13/23. Highways

a) To receive updates, consider and approve spending, training preparation and volunteer co-ordination for Community Speedwatch.

The Clerk reported that CSW was short of trainers at the moment.  There were no councillors who attended previous training sessions to lead on this. The Clerk will chase CSW team for an update.

b) To consider updates to LCC Highways road closure, faults and issues list and other highway matters.

Item was deferred to next meeting as a meeting with Highways Manager was due the next morning.

14/23. To note steps taken and to approve arrangements for a defibrillator in Tumby Woodside.

LCC Highways would not permit attachment to lighting columns because it would adversely affect expected lifetime of the columns.  National Grid had been approached and they had reviewed the sites in Tumby Woodside and it was possible to connect to power supply for approximately £1,000 payment as long as within 2metres of an existing power line.  Council or donors would need to find a suitable housing and stand for the defibrilator and pay for installation costs – estimated to be £600. 

15/23. To consider effectiveness of recent mole treatment in the cemetery and approve next steps.

Cllr Bourn continued to use previously supplied mole repellent but no discernible effect.  It was proposed Cllr Bourn, seconded by Cllr Chilvers and unanimously approved RESOLVED for the Clerk to commission previous pest controller to undertake the work in the cemetery and land at the end of Fen Lane.

16/23 To consider appointments to external bodies, groups and to receive reports.

Nothing to report.

17/23 To approve Complaints Policy.

Cllr Bourn proposed, Cllr Thomas seconded and unanimously approved RESOLVED to adopt the Complaints Policy.

18/23. To note the decision of East Lindsey District Council declining the nominations for Assets of Community Value and to consider and approve the next steps in respect of a) Memorial Lawn and b) the former football playing field.

a) Debate sought more evidence that the community had clear future plans and support for the Memorial Lawn before the Council could consider any further steps.  Councillors would meet and consider as an advisory committee.  Further debate was adjourned without resolution.

b) There needed to be further public consultation and seek advice from Lincolnshire Football Association on grants and other support available.  This may be suitable for the Annual Parish Meeting and to get members of the public on the Playing Field Committee. 

Cllr Bourn proposed, Cllr Chilvers seconded and unanimously approved RESOLVED advisory committee to be established of all councillors to consider options.

19/23. 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.

20/23.  Training Bookings to be approved and attendance at UK Shared Prosperity Funds(Levelling-Up grants) sessions and any forthcoming election briefings.

Cllr Thomas to attend LALC New Councillor training 24th January 2023 6pm.

Cllr Percival to attend LALC Planning for Councillors 21st February 2023 at 7pm.

Cllr Percival and Thomas considering attending the UKSPF briefings and to confirm.

21/23. Date of the next meeting 15th February 2023 and items to be added to the agenda.

Emergency Plan, Coronation, 80th D-Day Commemorations, Rent review.    

Meeting ended 9.45pm.