2023 Minutes of Meetings

Minutes of Parish Council meeting 27th June 2023 at 7.15pm

held at Mareham le Fen Community Centre

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

Not Present: All present.

Clerk:    A. Everard

Members of Public present: 5

Public Forum for 5 minutes after all enquiries noted or dealt with.

District Cllr Foster noted that some houses at the front of the proposed development S/114/01809/22 – Land East of Sheraton would still due to go to Planning Committee but not in July.  Public comments welcome to ELDC.

104/23. Apologies for absence with reason given 

None. All present.

105/23. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations. 

Declaration of interest as an other registerable and non-registerable interest was given by Cllr Thomas in the agenda item to consider the S/114/00477/23 planning application for the Memorial Lawn. He submitted a written request for a dispensation to the Proper Officer to be granted a dispensation to speak and vote on the matter for the rest of this term of office as councillor.  The motion to grant Cllr Thomas a dispensation was proposed by Cllr Thomas, seconded by Cllr Percival and unanimously approved RESOLVED to grant Cllr Thomas a dispensation to debate and vote on the planning application reference S/114/00477/23 for the rest of his term as Councillor.

106/23. To receive the draft minutes to be approved as the minutes of the meeting held on 17th May  2023. 

Cllr Bourn proposed, Cllr Thomas seconded unanimously approved RESOLVED to adopt the minutes of 17th May 2023 and the Chair signed them.

107/23. Any matters arising from the minutes of 17th May 2023 and Clerk’s updates not already on this agenda.

The Clerk updated on next steps for the defibrillator in Tumby Woodside and also said he had visited the public footpath mentioned at the last meeting and work had been undertaken by the developer to meet LCC requirements.

108/2023 Election of Vice Chair

It was proposed by Cllr Thomas, seconded Cllr Percival and majority approved RESOLVED to elect Cllr Thomas as Vice Chair.

109/23. To receive and note correspondence

Correspondence had been received from LALC ENews (two-weekly), LALC nominations for Management Committee and agenda for AGM, Police Newsletter, LCC and ELDC Newsletters, email from PCC request for churchyard hedge to be cut, BT Openreach email inviting the residents to pledge for full fibre broadband if they wanted it in the community.

110/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

County Cllr Gray high levels of pollen and fire risks in hot weather. Wellbeing and care links were being reviewed and comments invited. If the links could be shared it might be helpful to some. Good Citizen Award winners will be presented at Lincolnshire Show. Horncastle were County winners. 

District Cllr Foster advised the Pride team were very busy with many requests now filling the months ahead.

111/23. 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.

Amended plans submitted and being consulted on.  Comments to be submitted - The parish council noted the site remains densely packed and not in keeping with a rural village that previously grew incrementally with rural additions but is now growing rapidly with whole estates being added onto greenfield agricultural land and likely to exceed the number of additional dwellings proposed in East Lindsey District Council's Local Plan. 

The parish council noted that there will be increasing numbers of refuse bins to be left along the Main Street on collection days when entering or leaving the village and asked if this may present an increasing hazard to vehicles and pedestrians particularly from being blown over by passing vehicles. 

The comments by neighbours objecting to this development were noted and supported. It was proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to continue to oppose the development and submit further comments to East Lindsey District Council.

• S/114/00477/23 - MEMORIAL LAWN, MAIN STREET, MAREHAM LE FEN, PE22 7RL – it was noted that the trustees had submitted further documents but these were not shown on the ELDC planning portal yet.
• 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 that ELDC had approved this with conditions.
• S/114/01034/23 - 6 CHAPEL LANE, MAREHAM LE FEN, BOSTON, PE22 7PY - Planning Permission - Extension to existing dwelling to provide additional living accommodation - NEW.  

No objections or comments noted.

112/23.  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 make the payments in the above payments schedule.

b) Deferred noting bank balances to next meeting – awaiting statements.

c) It was noted that there were 3 signatures to be removed for former councillors and to add 2 current councillor signatures – Bourn and Thomas. Cllr Bourn and Thomas, proposed, seconded and unanimously approved the amendments to the bank mandate when possible.

113/23. Highways 

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

Sufficient numbers were willing to volunteer to take part now.  It was proposed, seconded by Cllrs Thomas and Bourn and unanimously approved RESOLVED to delegate spending a budget of £500 by debit card to the Clerk to obtain the Community Speedwatch equipment.

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

The public footpath sign on Watery Lane had been replaced. LCC had informed Gleesons to fix public rights of way issues by 6th July 2023.

114/23. To consider and approve memorials for erection in the cemetery.

There were none.

115/23. To consider appointments to external bodies, groups and to receive reports.

Cllr Percival reported that the play area group had received a £500 donation from the Lions.  A fun run was due to take place on 16th July 2023. Further updates given on Facebook.

116/23. 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.

117/23.  Training Bookings to be approved

Cllr Percival interested in Cllr Refresher training update when next available.

118/23. a) To receive, consider and approve cash book income and expenditure 2022-23 statements and asset register for publication.

It was proposed by Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to approve the full cash book income and expenditure 2022-23 statements and the asset register as at 31st March 2023 for publication.

b) To receive the Annual Internal Audit Report and approve publication.

This report was still awaited so deferred but it was noted that no issues had been highlighted to date.

c) To receive, consider and approve the Annual Governance Statement 2022-23 and for the Chair and Clerk to sign.

The individual items were considered and it was proposed by Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to approve the entries made on the Annual Governance Statement 2022-23 and the Chair was to sign.

d) To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2022-23 and for the Chair and RFO to sign

Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to approve the Annual Accounting Statement 2022-23 signed by the RFO and the Chair to sign on behalf of the council.

e) To approve the dates of electors’ rights to be exercised Monday 3 July – Friday 11 August 2023.

Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED dates of Public Inspection Rights to be published for 3rd July to 11th August 2023.

f) To approve the Certificate of Exemption (if applicable) and publication of documents on the parish council’s website to meet obligations specified in the Transparency Code and Accounts and Audit Regulations 2015.

Proposed Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED that the parish council met the conditions to sign the Certificate of Exemption 2022-23 and will publish the required certificate and other documents as required and the Chair of the Council to sign the Certificate of Exemption 2022-23.

119/23. To approve the following cemetery issues

A Cemetery Committee had been planned but was inquorate at the date and time of the meeting but councillors had been able to discuss and consider the issues to bring to this full parish council meeting for resolutions to be made.

a. Installation of the parish council name sign on the chapel building – estimated budget £100.

Proposed Cllr Percival, seconded Cllr Bourn and unanimously approved RESOLVED for the Clerk to find a suitable contractor to install the parish council name sign on the chapel building in the cemetery.

b. For the Clerk to arrange demonstrations of cemetery mapping technology for cemetery committee.

It was proposed Cllr Percival, seconded Cllr Bourn and unanimously approved RESOLVED for the Clerk to arrange with suppliers demonstrations of cemetery mapping technology for councillors.

c. To approve measures to address safety issues following checks.

It was proposed by Cllr Bourn, seconded Cllr Thomas and unanimously approved RESOLVED to give 6-months’ notice to families and plot owners of works needed to be undertaken to unsafe memorials by marking the grave plot conspicuously and the council may have to step in if dangerous to make safe immediately. 

d. To note review of cemetery fees and approve any changes to the fees.

Proposed by Cllr Bourn, seconded Cllr Percival and unanimously approved RESOLVED that there be no change to fees and charges for 2023-24 financial year.

e. To note the legal fees to purchase of the cemetery extension, the progress made and approve any outstanding matters to be sorted out prior to exchange and completion.

Council noted that the legal fees were approximately £3,500 for the purchase of the cemetery extension and to also ensure that the whole of the cemetery could be registered with the Land Registry and a discount of approximately £1000 had been granted for duplicated work.  Complications over finding the land title had revealed that the original title for an earlier transfer supposedly completed in the 1960’s had not been fully completed and still rested with the Diocese of Lincoln.  It was intended that at the end of this process full title for the whole of the cemetery would be registered in the name of the parish council. Council needed to note that the sum of approximately £3,500 would be due to be paid for legal fees.  Further discussions were taking place with the seller’s solicitors over the responsibility for the upkeep of the hedges and boundaries around the cemetery. It was hoped to conclude the negotiations in the next two months for the completion of the purchase to be completed and then animal-proof fencing hedging would need to be purchased and installed by the parish council as agreed in the terms of the sale. 

Proposed Cllr Bourn, seconded Cllr Percival and unanimously approved RESOLVED to note the legal fees incurred and steps taken to acquire the cemetery extension and register title of the cemetery and the steps being taken to conclude this matter shortly. 

17. Date of the next meeting Monday 17th July 2023 and items to be added to the agenda.

Co-options.

The meeting ended at 8.40pm.