2023 Minutes of Meetings

Minutes of Parish Council meeting 17th May 2023 at 7.15pm

held at Mareham le Fen Community Centre

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

Not Present: All present

Clerk:    A. Everard

Members of Public present: 6

All councillors completed their Declaration of Acceptance of Office as Councillors witnessed by the Clerk/Proper Officer.

88/23. Election of Chair of Mareham le Fen Parish Council and signing of the Declaration of Acceptance of Office.

Cllr Percival proposed, Cllr Callow seconded and it was unanimously approved RESOLVED to elect Cllr Percival as Chair of Mareham le Fen Parish Council. Cllr Percival signed the Declaration of Acceptance of Office as Chair witnessed by the Clerk/Proper Officer.

89/23. Election of Vice Chair of Mareham le Fen Parish Council.

In the absence of valid nominations the item was deferred to the next meeting.

90/23. To resolve to suspend the parish council meeting to allow a period of public participation for up to 15 minutes.

Proposed by the Chair, seconded Cllr Thomas it was unanimously approved RESOLVED to allow the public participation period to commence. Residents raised the following issues: concern about the fixed fencing around the village sign outside the Gleeson housing development, if the public verge had been taken over by Gleeson’s development when it should remain in public ownership, missing footpath signs and poor state of the right of way from Main Street to Watery Lane.  The Chair, Clerk and other councilllors confirmed the issues had been raised with Lincolnshire County Councillor Gray. A resident said that the S/114/01809/22 – land East of Sheraton, Main Street was likely to go to July Planning Committee.

91/23. Apologies for absence with reason given 

None. All present.

92/23. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations.

Dispensation proposed by Cllr Percival, seconded Cllr Callow and unanimously approved RESOLVED to permit Cllr Thomas to participate and vote on matters at this meeting relating to S/114/00477/23 - MEMORIAL LAWN, MAIN STREET due to his appointment as a trustee and Vice Chair of the Village Hall Charity.

93/23. To receive the draft minutes to be approved as the minutes of the meeting held on 19th April  2023. 

Cllr Bourn proposed, Cllr Thomas seconded and unanimously approved RESOLVED to adopt the draft minutes of 19th April 2023 meeting.  The Chair signed the minutes and signed the amended minutes of 30th March 2023 approved at the previous meeting as the amendment was now completed.

94/23. Any matters arising from the minutes of 19th April 2023 and Clerk’s updates not already on this agenda.

The Clerk advised he was waiting for Cllr Bourn to provide contact details of the electrician and defibrillator stand.

95/23. To receive and note correspondence

The Clerk had either shared prior to the meeting or shared during the meeting correspondence from ELDC Returning Officer, Lincolnshire Police, LALC ENews (two-weekly), LALC nominations for Management Committee, LCC and ELDC Newsletters, Email LCC highways regarding responsibility of the verge outside the Royal Oak and Watery Lane.

A) Following discussion it was proposed by Cllr Percival, seconded Cllr Thomas unanimously approved RESOLVED to nominate Cllr Percival to join the LALC Management Committee.

B) Councillors were informed about the findings of LCC that the grass verge outside Royal Oak on Watery Lane was Lincolnshire County Council’s and the Clerk had agreed with the addition of the verge to the grass-cutting agreement.  The grass could then be cut three times a year (or more if the parish council so contracted).  LCC had indicated the hedge was not their responsibility.

96/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

There were no district or county councillors present.  Written report from County Councillor Gray received and considered by the Council.

97/23. 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 - date unknown.
• S/114/00477/23 - MEMORIAL LAWN, MAREHAM LE FEN, PE22 7RL - Outline erection of 2no. dwellings - no update.   
• S/114/00750/23 - ROSEMOUNT, RECTORY LANE, MAREHAM LE FEN, BOSTON, PE22 7QT - Planning Permission - Extensions to existing dwelling to provide additional living accommodation – it was noted there were no significant changes since the last meeting and comments could be submitted by the Clerk as previously agreed.

98/23.  To consider and approve financial matters

a) To approve expenditure on the payments schedule

Proposed Cllr Callow, seconded Cllr Thomas and unanimously approved RESOLVED to make the payments in the above payments schedule.

b) To note the bank statement balances.

Deferred to the next meeting.

c) To consider and approve insurance renewal policy.

Insurance schedule amended to remove the school field fencing so credit note for £15.04 off the original invoice of £226.34.  Proposed by Cllr Bourn, seconded Cllr Callow and unanimously approved RESOLVED to approve purchase of insurance renewal from Zurich Municipal for £211.30 added to the payment schedule.

99/23. Highways 

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

Clerk advised that the passive signs had doubled in price so the £100 approved last meeting would only buy 5 passive signs which councillors agreed should still proceed.  Cllr Callow wanted to be trained for CSW.  The Clerk indicated dates for meeting volunteers at the royal Oak in the village to be 27th May 11am – 12noon, tea and coffee available and 7/6/23 6.30pm.

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

Discussion took place regarding the Main Street road condition outside the new Gleeson’s development. The Council discussed a complaint about School Lane parking and verge conditions at school delivery and pick up times. Limited options to deal with issues but ideas for suggestions could be – regular newsletters from the school, highways suggestions to improve parking options, Police enforcement and for the school to introduce a walking to school initiative.  Clerk to liaise with organisations affected.

100/23. To consider appointments to external bodies, groups and to receive reports.

It was noted that Cllr Thomas had been successfully nominated to the Village Hall trustees and was now the Vice Chair of the committee.  It was proposed by Cllr Percival, seconded Cllr Bourn and unanimously approved RESOLVED to nominate Cllr Percival to the Play Group Committee.  No other reports were received.

101/23.  Training Bookings to be approved

LALC training bulletin now issued monthly.  Booking for Councillor Induction & Refresher 21st June at Revesby for Cllr Callow and Percival. Cllr Callow and Thomas had attended Burials Compliance and Procedures training on 16 & 17th May.

102/23. To review and approve (published on the parish council website).

a) Standing Orders, Financial Regulations, Code of Conduct

After review it was proposed Cllr Bourn, seconded Cllr Callow and unanimously approved RESOLVED to adopt the Standing Orders, Financial Regulations and Code of Conduct.

b) Terms of Reference and appointments – Staffing Committee, Cemetery Committee

After review it was proposed by Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED to adopt the Terms of Reference for the Staffing Committee with Cllr Callow, Bourn and Thomas appointed to the Staffing Committee and Cllr Thomas to Chair the Committee and the Cemetery Committee Terms of Reference adopted with Cllr Bourn, Thomas, Percival and Callow appointed and Cllr Percival to Chair the Cemetery Committee.

c) Late signing of Declarations of Acceptance of Office (if applicable) and submission of written Declarations of Interest Forms for the Register of Interests (mandatory).

All Declarations of Acceptance of Office have been signed.  Declarations of Interest forms were received from Cllrs Percival, Callow and Thomas.

103/23. Date of the next meeting 21st June 2023 and items to be added to the agenda. 

Cemetery Committee will meet 12th June 2023 at 7pm.

Due to councillor absence the July Council meeting will take place on Monday July 17th at 7.15pm.

The meeting ended at 9.01pm.