2023 Minutes of Meetings

Minutes of Parish Council meeting 28th September 2023 at 7.15pm

held at Mareham le Fen Community Centre

Present: Cllrs M. Percival (Chair), L. Thomas, M. Foster, V.Fleet.

Not Present: Cllr W.Gray

Clerk:    A. Everard

Members of Public present: Two

Public Forum

• No issues were raised.

157/23. Apologies for absence with reason given 

Cllr W.Gray apologised for his absence due to other duties and it was proposed Cllr Percival, seconded Cllr Foster and unanimously RESOLVED to accept the apologies from Cllr W.Gray

158/23. Declaration of members' interests in accordance with the Localism Act 2011 and requests for dispensations.

Cllr Thomas declared an interest as an immediate neighbour in  S/114/01789/23 Mareham le Fen Village Hall, Main Street, Mareham le Fen PE22 7RW planning application and requested a dispensation for the rest of the term to be able to remain for the debate and vote for the rest of this term of office to enable all community views to be represented and to prevent the council becoming inquorate (S.33 Localism Act 2011). Cllr Foster proposed, Cllr Percival seconded and it was unanimously approved RESOLVED to grant a dispensation to Cllr Thomas in respect of S/114/01789/23 Mareham le Fen Village Hall planning application to remain in the debate and vote for the period of this term.

159/23. To receive the draft minutes to be approved as the minutes of the meeting held on 16th August 2023.

Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED to adopt the minutes of 16th August 2023 meeting.

160/23. Matters arising from the minutes of 16th August 2023 and Clerk’s updates not already on this agenda.

None

161/23. To receive and note correspondence from LALC ENews (two-weekly), LALC Training Bulletin (monthly), LCC and ELDC Newsletters, BT Openreach – Community Fibre progress, ELDC media releases, CallConnect £2 fare cap, The Pension Regulator – 3-yearly re-registration.

The Clerk had completed the Pension Regulator re-registration to ensure the Council had complied with its statutory duties.

162/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

Cllr Foster noted that UKSPF – Round 4 grant funding now available and this may be suitable for the Play Area to bid for it.

163/23. 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/114/01809/22 - LAND EAST OF SHERATON, MAIN STREET, MAREHAM LE FEN - Planning Permission - Erection of 30no. dwellings and construction of a vehicular access

Cllr Foster suggested this may not be considered by ELDC Planning Committee until Nov/Dec 2023.

S/114/00477/23 - MEMORIAL LAWN, MAIN STREET, MAREHAM LE FEN, PE22 7RL - Outline erection of 2no. dwellings 

No update to note.

S/114/01397/23 - LAND ADJACENT THE COTTAGE, BEGGARS LANE, MAREHAM LE FEN - Planning Permission - Erection of a dormer bungalow and construction of a vehicular access

ELDC approved with conditions

S/114/01789/23 - MAREHAM LE FEN VILLAGE HALL, MAIN STREET, MAREHAM LE FEN, PE22 7RW - Reserved Matters application relating to the erection of a bungalow, existing building on site to be demolished. (outline planning permission ref no. S/114/01098/22 outline erection of a bungalow, granted 2nd August 2022) – NEW comments by 4/10/2023

Councillors noted the application but the online document text were too small to read.  Clerk to contact ELDC to obtain paper documents for next meeting.

S/114/01837/23 – BIRKWOOD HALL, BIRKWOOD LANE, MAREHAM LE FEN, BOSTON, PE22 7RY – Planning Permission – Erection of 1no. field shelter for cattle – NEW

Proposed Cllr Percival, seconded Cllr Thomas unanimously approved RESOLVED to ‘support’.

164/23.  To consider and approve financial matters

1. To approve expenditure on the payments schedule.

2. To note the bank statement balances and bank reconciliation.

The clerk was awaiting latest bank statement.

3. To appoint Internal Auditor 2023-24 financial year.

Proposed Cllr Percival, seconded Cllr Foster unanimously approved RESOLVED to appoint LALC as internal auditor for 2023-24 for an estimated fee of £220.

4. To consider initial budget proposals for 2024-25 financial year.

Initial proposals include building in a Chair’s Allowance, In Bloom gardening scheme, Grants, 80th D-Day Commemorations, defibrillators, Christmas tree for the village, litter bins. 

165/23. Highways

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

Clerk is sourcing the hardware products to get this underway so training can be arranged.  Update next meeting.

b) To consider updates to LCC Highways faults and issues list, Fix My Street and other highway matters.

FixMyStreet website/app is being updated with any new issues and completed fixes.

c) To note any issues arising from the closure of Horncastle Road to Wood Enderby.

The date of re-opening was unclear from recent social media – the Clerk would raise with LCC.

d) To note any issues arising from the Gleesons site, highways and public rights of way.

No update had been received.  Cllr Gray was not present at this meeting to update.

166/23. To consider and approve memorials for erection in the cemetery.

Proposed Cllr Percival, seconded Cllr Thomas unanimously approved RESOLVED to permit the proposed memorial to the Late A.Dagley to be erected for the appropriate fees.

167/23a) To consider appointments to external bodies, groups and to receive reports.                                                          

Nothing to report.

167/23b) To consider the request for a grant by the Community Centre Play Area Committee in accordance with the Grant Awarding Policy.                                    

The Clerk advised that the Council could only fund the grant request to meet the WREN 10.75% external funding sought by the committee by exceeding its lawful powers under S.137 Local Government Act 1972 which are cash limited and secondly the amount had not been budgeted for within 2023-24 financial year. The Council considered this and felt they may be able to make a contribution but could not meet the amount requested. However, their attention would be drawn to the UKSPF grants available through ELDC.

168/23a) To consider and approve the steps to be taken to recruit candidates for co-option to the parish council.

Candidates for co-option to council continue to be sought.

168/23b) To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure. 

The Clerk advised a candidate was present to be considered and met the qualification and disqualification criteria.  Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED to co-opt Cllr V. Fleet to the parish council immediately.  Cllr Fleet signed the Declaration of Acceptance of Office and took her seat on the council for the remainder of the meeting.

169/23.  Training Bookings to be approved.

Cllr Percival – book on the next Chairs Workshop

Cllr Fleet had attended Councillor Induction the evening before.

170/23. To receive an update on the purchase of the 0.22acres of land to extend the cemetery and next steps.

The legal advisor was still trying to obtain clarity from the vendor’s solicitor on the responsibility of the hedge maintenance.  The Clerk had instructed them to proceed with the purchase subject to this issue.

171/23. To consider and approve the proposed lease for the Football Playing Field and next steps.

The council considered the proposed lease from Savils on behalf of the Diocese of Lincoln – the proposed rent was too high, the break clauses would not allow large grants to be obtained particularly for buildings and items to be affixed to the land. The Clerk to inform the land agents and seek further negotiations. Councillors felt that a period of consultation would be needed to find out from residents and wider area if there was a desire to re-use the former Football Club playing field either as a football or sports club or if the community wanted it to be allowed to be developed for housing or similar purposes.

Proposed Cllr Percival Seconded Cllr Fleet and unanimously approved RESOLVED to inform the land agents of the Council’s issues with the proposed terms of the lease and to approve a budget of £200 for the Clerk to prepare consultation materials to establish the views of the community.

172/23. To consider and delegate to the Clerk to respond to ELDC Street Naming requests for the development site of land adjacent Croeso, off Main Street.

Public feedback strongly opposed the developer’s proposed name ‘Woodhall Grove’.  Alternatives were put forward by members of the public and consulted on.  It was proposed Cllr Thomas, seconded Cllr Fleet and unanimously approved RESOLVED to oppose the street name put forward by the developer and submit two preferred alternatives with local connections ‘Gosling Way’ and ‘St Helen’s Drive’.

173/23. To approve a Volunteer Policy.

Proposed Cllr Percival, seconded Cllr Fleet unanimously approved RESOLVED to adopt the Volunteer Policy.

174/23. To consider next steps to obtain litter picking equipment and volunteers.

It was noted that some residents already doing a good job for the community. It was hoped to encourage new volunteers to come forward too. Cllr Foster suggested that the Clerk request a community grant from his ELDC community grant funds for the parish council to purchase the necessary litter picking equipment. 

175/23. To note and consider any actions arising from the Openreach Full Fibre campaign.                    

The Council noted that not enough properties had signed up to trigger Government grants to install Full Fibre for the community in spite of efforts to publicise its availability during July/August 2023. Openreach representatives indicated it would be some years before the community would be offered the upgrade.  The parish council hoped that if enough local support emerged that this might occur sooner.  

176/23. To consider and approve any amendments regarding enhancing bio-diversity in the parish.

Deferred to another meeting when more details can be considered.

177/23. Date of the next meeting Wednesday 18th October 2023 and items to be added to the agenda.

None.

The meeting ended 9.33pm.