2023 Minutes of Meetings

Minutes of Parish Council meeting  15th 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: 8

Public Forum

Issues raised Sppeding and Community Speed Watch rollout; appreciation for the parish council’s support in opposing the land East of Sheraton planning application S/114/01809/22 and to note that the Planning Committee is on 9th March at ELDC offices, Horncastle – parish council and public welcome. 

Public forum ended at 7.27pm.

22/23. Apologies for absence with reason given

None – all present.

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

Cllr Percival declared other registrable interest in play equipment planning application S/114/00203/23 as the parish council appointee on the Play Equipment Community Centre committee.  Cllr Thomas proposed, Cllr Bourn seconded and unanimously approved RESOLVED dispensation granted for Cllr Percival to participate in the debate and vote on this matter in accordance with Standing Order 13(e).

24/23. To receive the draft minutes to be approved as the minutes of the meeting held on 18th January 2023.

Proposed Cllr Bourn, seconded Cllr Chilvers and unanimously approved RESOLVED to adopt the minutes of 18th January 2023. Chair to sign.

25/23. Any matters arising from the minutes of 18th January 2023 and Clerk’s updates not already on this agenda.

Minute6/23 – ELDC Planning Committee cancelled and now 9th March at Horncastle offices.

Minute 9/23 – Annual Parish Meeting booked. Emergency Planning and potentially Lincolnshire Football Association indicated attendance.  South Wolds Police representative to be invited.

Minute 11/23 – Community Centre bookings completed.

Minute 12/23a) – the replacement cheque to the grass-cutting contractor had been received and he would cut the grass for the 2023-24 season. Previous cheque not cashed presumed lost in the post.

Minute 12/23e) Precept acknowledged by ELDC.

Minute 15/23 – ordered by email but no acknowledgement so may need a personal visit.

26/23. To receive and note correspondence

Correspondence had been received from Lincolnshire Police, email from National Grid regarding a defibrillator in Tumby Woodside, LALC ENews (weekly), LCC and ELDC Newsletters, ELDC Shared Prosperity and Rural Prosperity Grant Funding, email from the Community Centre trustees for nominations, Email LCC highways regarding responsibility of the ditch outside Maple Cottage, Fieldside, LCC Highways - Public right of way closure Order - PROW 184 (Between Mumbys Bridge Road & a point 1100m North) 06/03/2023 - 27/03/2023; Emergency Planning.   The Clerk had shared items with councillors and where appropriate posted onto the website. 

27/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

Cllr Foster, Avison and Gray sent apologies.  They encouraged residents and a council representative to attend the Planning Committee on 9th March to make representations.

28/23. 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 – awaiting Planning Committee meeting on 9th March.  Further comments made by residents noted.
• 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 – further public comments noted.  ELDC decision awaited.
• S/114/00203/23 - MAREHAM LE FEN COMMUNITY CENTRE, HORNCASTLE ROAD, MAREHAM LE FEN, BOSTON, PE22 7QL - Planning Permission - Installation of outdoor play equipment to the maximum height of 4.7 metres. Council debated the proposal and found it would meet a community need and the design was in keeping with the rural nature of the setting.  Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to support the application. Clerk to submit decision.

29/23. To elect a Vice Chair of the Parish Council and Chair of the Staffing Committee.

Cllr Percival proposed,  seconded Cllr Bourn and unanimously approved RESOLVED that Cllr Thomas is elected Vice Chair and Chair of the Staffing Committee.

30/23. To receive details of a meeting held by a resident regarding future plans for the Memorial Lawn Appreciation Society.

A resident has formed a Memorial Lawn Preservation Society and has 70 written signatures from local residents of all ages.  The society intend to nominate the Memorial Lawn to become an Asset of Community Value. A constitution is being decided.  They are developing ideas for the future use of the land and now need to raise funds to buy the land and volunteers have come forward to maintain the land.  The Council welcomed the update. A representative of the Community Centre trustees in answer to a question from the Chair advised that the Memorial Lawn was due to be put up for sale soon and planning permission for two building plots may be in put in place to maximise value for the charity.

31/23. To note the negotiations for the lease of the former football playing field and future funding options as proposed by the Lincolnshire Football Association and approve next steps.

Councillors debated the information received including noting the distance from other playing pitches, development of a Football Club, with opportunities for new youth teams, girls/ladies football and walking football suitable for older people and smaller pitches within the larger pitch and that with a growing village it was an opportunity to keep the recreational space for parish use and concluded grants for substantial facilities would be more likely with a longer lease and a need to reduce risk from break clauses.  MUGA facilities may also be possible. Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED to seek a minimum lease of 21 years with longer notice for break clauses from the Diocese of Lincoln based on the information provided by Lincolnshire Football Association.

32/23.  To consider and approve financial matters

a) To approve expenditure on the payments schedule

Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to renew LALC Annual Training Scheme 2023-24 for £138.00 to be paid with LALC subscription.

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

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

Councillors noted the bank balances of current account ££3,598.69 (1/2/2023) and deposit £23,816.10  (9/1/23).        .

33/23. Highways

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

Cllr Percival and Cllr Thomas will assist with co-ordinator role with the Clerk. Training places to be booked next month if possible. Passive signs received and cable ties to be obtained by the Clerk.  Cllr Bourn will assist with installation.

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

Remote meeting with Highways Manager showed that many issues had been progressed either to completion or in progress.  Some pavements would get a slurry seal in better weather. Some dropped kerbs were not going to be changed as they were within tolerances. Grass growing in highways was being tackled. Maple Cottage, Fieldside Land Registry plan was clear ditch was within owner’s boundary – Clerk had written to proprietor.  The Chair felt the summer walkabout had got things listed and done.

c) To approve the Highways Agreement 2023-24 onwards.

Updated maps received. Change to process so it was an ongoing annual contract. Cllr Bourn proposed, Cllr Chilvers seconded and unanimously approved RESOLVED to sign the Highways Agreement.  Chair signed the agreement.

d) To consider request for biodiversity on highway verges subject to the Highway Agreement.

Invite the resident to the Annual Parish Meeting to educate and inform residents and this will help inform debate.

34/23. To note steps taken and to approve arrangements for a defibrillator in Tumby Woodside.

LIVES confirm cabinet should be suitable and suggested looking at Mareham on the Hill defibrilator installation, National Grid has issued a formal quotation and map. LIVES can offer a guardian agreement to keep the defibrilator checked and stocked for a regular fee.  LCC to consider if highways licence possible.  Item deferred to next meeting for update.

35/23. To consider and approve memorials for erection in the cemetery.

Application from William Kent circulated. Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to grant memorial rights over the grave of the late M.Daubney.

36/23. To receive and consider recommendations of the Coronation/ 80th D-Day Commemorations working party.

No meeting taken place but emerging plans include pub will hold community party on Sunday May 7th and Community Centre has not decided yet. The Clerk is to contact the school for their ideas including a commemorative item for children and also to request some community decorations, for example, Coronation scarecrows which could be used in places to get selfies to add to a Coronation photowall. Item deferred for future meetings.

37/23. To consider rent review for agricultural tenants.

Further details required but to consider rent review, provision of hedge-cutting and sub-letting. Item deferred.

38/23. To consider development of an emergency plan for the parish.

Template circulated to councillors. Emergency Planning Team invited to Annual Parish Meeting. Item deferred.

39/23 To consider appointments to external bodies, groups and to receive reports.

Cllr Percival did not manage to attend last meeting of Play Equipment Committee but verbal report showed that planning permission now being sought for the selected items in minute 28/23.

40/23. 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.

Two requests for information. None applied yet.

41/23.  Training Bookings to be approved, any forthcoming election briefings and report on attendance at UK Shared Prosperity Funds(Levelling-Up grants) sessions.

Cllr Percival and Cllr Thomas attended the UKSPF briefing and would recommend that applications by the council and other organisations should be made for projects as the funding was there to help community projects.

Cllr Bourn proposed, Cllr Chilvers seconded and unanimously approved RESOLVED that Cllr Thomas to be booked on Burial Management /Cemetery training and Allotments training through LALC and fees to be paid.

42/23. To consider and approve Winter/Spring 2023 Newsletter publishing and distribution and costs.

Items put forward Annual Parish Meeting, Elections, Voter Photo ID, defibrilator, football field, Coronation, Memorial Lawn Preservation Society, UKSPF.  Cllr Bourn proposed, Cllr Thomas seconded and unanimously approved RESOLVED that a budget of £120 for the Clerk to order newsletter printing via debit card.

43/23. Date of the next meeting 15th March 2023 and items to be added to the agenda.

Rent reviews, biodiversity, defibrilator, Coronation.

The meeting ended at 9.15pm.