2023 Minutes of Meetings

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

held at Mareham le Fen Community Centre

Present: Cllrs M. Percival (Chair), L. Thomas, M. Foster, W. Gray

Not Present: All present.

Clerk:    A. Everard

Members of Public present: Eight

Public Forum

Issues raised:

• It was asked if the contractors not cutting the grass as short as last year? (The Clerk will enquire with the contractors).
• A resident asked ‘Why so few councillors and more resignations occurred?’  The resident said that it was not clear why councillors had resigned and was it related to the decision taken by East Lindsey District Council in 2021 to terminate the terms of councillors who did not formally meet for over 6 months during 2020/21?  Cllr Foster replied that East Lindsey DC applied the law and it was not pre-determined prejudiced against Mareham le Fen Parish Council – other councils had met online and face to face as the law permitted during the 2020/21 period. The Clerk added that reasons had been given by nearly all former councillors for recent resignations over the past 18 months were for personal reasons including health, work or other pressures or they came to the end of their term in May 2023 and did not stand again.
• A resident discussed planning issues for the land East of Sheraton which is waiting to be added to the ELDC Planning Committee agenda either in August or September – residents and parish councillors wishing to attend and make comment must check the agenda and put forward a representative to speak at the allotted time in advance. 

121/23.  Welcome

The Chair noted the resignation of Cllr Bourn since the last meeting and thanked him for his service.  She welcomed Cllrs Foster and Gray appointed to the parish council by East Lindsey District Council using powers under S.91 Local Government Act 1972 to prevent the council being inquorate and copies of the deeds of appointment had been sent to the parish council and the Secretary of State.

122/23. Apologies for absence with reason given 

None. All present.

123/23. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations. 

Cllr Thomas’s dispensation in relation to S/114/00477/23 – Memorial Lawn was noted.

124/23. To receive the draft minutes to be approved as the minutes of the meeting held on 27th June  2023. 

The item was deferred to the next meeting as not written up yet.

125/23. Any matters arising from the minutes of 27th June 2023 and Clerk’s updates not already on this agenda.

Nothing to report.

126/23. To receive and note correspondence

Correspondence had been received from LALC ENews (two-weekly), LCC and ELDC Newsletters, BT Openreach – Community Fibre take-up meeting 20/7/2023 6.30-7.30pm, PCC Churchyard maintenance – hedges – awaiting a quote, LCC litter picker tools.

127/23. ELDC and LCC councillors invited to make verbal or written reports on local matters.

District Cllr Foster advised about the Planning Committee to consider the Land East of Sheraton – to keep checking the Planning Committee agendas to find out when it is listed to be considered.

County Cllr Gray advised the council about LCC advice about precautions in the sun, high pollen counts and that there had been some fires in refuse trucks/ sites due to batteries being put inside normal refuse.  Please dispose of used batteries through specific collection points. He also wanted to remind families that Lincolnshire Libraries are open throughout the Summer offering free activities to help keep children occupied. 

128/23. 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. It was noted that further letters of objection had been submitted.
• S/114/00477/23 - MEMORIAL LAWN, MAIN STREET, MAREHAM LE FEN, PE22 7RL – Outline erection of 2no. dwellings – information from the applicant awaited but it seemed likely that a decision was imminent.
• S/114/01034/23 - 6 CHAPEL LANE, MAREHAM LE FEN, BOSTON, PE22 7PY - Planning Permission - Extension to existing dwelling to provide additional living accommodation – ELDC had approved.
• 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.  Council noted the previous application had been rejected.  The new application addressed the concerns raised at that time with a design plan and landscaping and other changes.  Cllr Thomas proposed, Cllr Foster seconded and unanimously approved RESOLVED to support the application.

129/23.  To consider and approve financial matters

a) To approve expenditure on the payments schedule

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

b) To note bank account balances: deposit account £23,883.32, current account £9,467.94.

c) To receive the Annual Internal Auditor Statement 2022-23 and approve publication

The statement raised no issues and it was proposed Cllr Percival, seconded Cllr Foster and unanimously approved RESOLVED to note the receipt of the Annual Internal Auditor Statement 2022-23 and to approve publication on the parish council website.

d) The Clerk/RFO advised that due to recent councillor changes he planned to only add Cllr Thomas and not to remove any signatures until more councillors were co-opted.

130/23. Highways 

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

Noted the Clerk is to purchase the equipment and organise the training. Update at the next meeting.

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

A discussion took place about the maintenance of public rights of way after previously open fields have been purchased and built on.  Guidance will be sought by the Clerk from LCC Highways because it may affect the land to be added to the Highways Agreement to cut and maintain grass.

131/23. To consider and approve memorials for erection in the cemetery.

There were none.

132/23. To consider appointments to external bodies, groups and to receive reports.

The Chair read out a letter from the Play Area Group requesting a 10% contribution towards a WREN grant application at short notice which would be approximately £8,500 from Council accounts.  The Clerk advised that this had not been included in the budget and in view of other expenditure commitments would leave the council at risk of not being able to meet other project and planned commitments and the precept would need to increase significantly. The Chair indicated that she may consider seeking a dispensation if this matter came up for a debate and vote.  It was felt that it would be better to seek funding immediately from the SELP funds via ELDC and to approach LCVS and other agencies first to seek the seed-funding needed.  

133/23. To consider and approve the steps to be taken to recruit candidates for co-option to the parish council.

Ideas were debated including an open afternoon/ evening, posts on the parish council website and facebook page.  Pending confirmation of room availability an event might be possible on 3rd August.

134/23. 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.

There were none.

135/23.  Training Bookings to be approved

The Clerk will circulate the LALC Training Bulletin prior to the next meeting.

136/23. To delegate to the Clerk a budget and approval to install the defibrillator in Tumby Woodside.

Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED to delegate a budget of £400 to the Clerk to arrange for an electrician and tradesman to get the defibrillator installed and operational in Tumby Woodside.

137/23. To receive an update on the purchase of the 0.22acres of land to extend the cemetery and to approve the purchase if confirmed ready to proceed by the legal advisor.

The Clerk reported that the Diocese of Lincoln would not permit the parish council to hold responsibility to maintain the hedge around the cemetery. Discussions would be continuing.

138/23. To approve obtaining litter picker equipment from Lincolnshire County Council.

Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED for the Clerk to apply for the litter-picking kits on offer from Lincolnshire County Council.

139/23. To consider projects to improve Mareham le Fen and the parish and the steps necessary to implement them.

A discussion took place and there was interest in encouraging the parish to take pride in the community perhaps with a ‘Best Kept Gardens’ competition and to regain ‘Best Kept Village’ again.  Examples in other villages included planters, hanging baskets, decorated community features.  Proposed Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED for the Clerk to seek information and resources about the Britain in Bloom competition and similar schemes.

140/23. Date of the next meeting Monday 17th July 2023 and items to be added to the agenda.

Co-options. Grants.

The meeting ended at 8.43pm.