2024 Minutes of Meetings

Minutes of Parish Council meeting 15th May 2024 at 7.15pm

held at Mareham le Fen Community Centre

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

Not Present: Cllr M.Foster.

Clerk:    A. Everard

Members of Public present: Three (Two after public forum)

36/24.  Election of Chair for 2024-25 Civic Year and signing of Declaration of Acceptance of Office.

Cllr Percival nominated, Cllr Thomas seconded and unanimously RESOLVED to elect Cllr Percival who signed the Declaration of Acceptance of Office.

37/24.  Election of Vice Chair for 2024-25 Civic Year

Cllr Thomas nominated, Cllr Gray seconded and unanimously RESOLVED to elect Cllr Thomas.

38/24. To resolve to suspend the meeting to allow period of public participation for up to 15 minutes.

Unanimously RESOLVED to suspend the meeting for public forum. However, there were no questions or comments raised so the meeting resumed.

39/24. a) Apologies for absence with reason given

Cllr Foster’s absence noted. It was noted that Cllr Fleet had resigned since the last meeting.  The Chair noted with thanks Cllr Fleet’s service on the parish council.  

40/24. b) Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations.

None

41/24a) To receive the draft minutes to be approved as the minutes of the meeting held on 21st February 2024.

Proposed Cllr Thomas, seconded Cllr Gray and RESOLVED approved and the Chair signed the minutes.

42./24b) Matters arising from the minutes of 21st February and Clerk’s updates not already on this agenda.

None

43/24. To receive and note correspondence from LALC ENews (two-weekly); LALC Training Bulletin (monthly); LCC Town and Parish News and ELDC Town and Parish E-News (monthly); ELDC Messenger; ELDC Media releases; LCC email Section 19 Flood Investigation contractors operational in areas affected by flooding; LCC Highways email acknowledgement verge marker posts to be installed when the white leaner rails replaced; LCC Parish Agreement highway verge contribution rate 2024/25 £1721.27 for 16393m2; Witham Fourth enquiry about CCTV survey into BT telegraph pole in culvert outside Main Street construction site; Tumby Woodside defibrillator plaque; Lloyds Bank deposit interest rates; LCC road closure 3/6-7/6 Horncastle Road between Fieldside and Wilksby Lane; MLF Community Centre trustee nominations, ELDC Community Leaders Briefing invitation 12th June 12.30-13.30; Lincolnshire Police East Lindsey online Briefing – 27th June 18.00-20.00; Lincolnshire PCC Election Result.

S.19 Flood investigations by Lincolnshire County Council will take place during Summer and Cllr Gray would follow up to make sure the parish was on the list due to the flooding some households experienced.

44/24. LCC Councillor invited to make verbal or written reports on local matters. 

Lincolnshire County Councillor Gray had circulated the written LCC town and Parish News and highlighted the continuing capped £2 fare on Call Connect, various consultations being undertaken by LCC, the Lincolnshire Wolds Outdoor Festival, and highlighted the Dodecahedron recently shown on TV News being exhibited at The Collection in Lincoln until September.

45/24. ELDC councillors invited to make verbal or written reports on local matters.

In the absence of Cllr Foster, Cllr Gray covered some East Lindsey District Council matters including mental health and dementia week, Lincs Digital project and the Energy and Retrofit Information Clinic (ERIC) van which can visit towns and parishes and highlighted that markets in local towns were now in full swing and worth a visit.

46/24. 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 – to receive and respond to any updates – Noted ELDC Decision - REFUSED.

•           S/114/00477/23 - MEMORIAL LAWN, MAIN STREET, MAREHAM LE FEN, PE22 7RL - Outline erection of 2no. dwellings – Noted that there was no update on the progress of this application. 

•           S/114/00393/24 - OSBORNE HOUSE, MAIN STREET, MAREHAM LE FEN, BOSTON, PE22 7RW -  Planning Permission - Change of use, conversion of and alterations to include partial demolition of existing butchery into a dwelling,  erection of 2no. houses, existing buildings on site to be  demolished – Noted ELDC Decision – Approved with conditions

47/24.  To consider and approve financial matters

a) To approve expenditure on the payments schedule.

Payments made since the last meeting

Payments due to be approved at this meeting

It was proposed by Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED that the payments be approved.

b) To note the bank statement balances and bank reconciliation.

The Clerk reported the current account balance was £11364.31 and the deposit account balance was £24,143.99.

c) To note the receipt of the ELDC Community Grant of £250 for Community Speedwatch and litter-picking.

It was proposed by Cllr Percival, seconded by Cllr Thomas and unanimously approved RESOLVED that it was delegated to the Clerk to make the purchases by debit card for the items the grant was awarded.

48/24 To consider and approve amendments to the insurance policy renewal.

The Clerk reported that the parish council’s insurance policy was due for renewal shortly and after review of the schedule it was proposed by Cllr Percival, seconded Cllr Thomas and unanimously RESOLVED to renew subject to legal expenses cover and updated buildings valuations including the Cemetery Building being included when available. 

49/24. Highways

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

Proposed Cllr Percival, seconded Cllr Thomas to nominate Mr Horgan to be the local co-ordinator once the scheme is operational if he is happy to assist.

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

Pot holes and broken light reported on FixMyStreet and were being sorted by LCC highways department. 

c) To consider any grass-cutting and maintenance contract issues.

The Clerk had reported the ongoing issues to the contractor throughout this season.  The IDVerde Contract Manager undertook to resolve the issues.  The Clerk reported that other parishes had similar problems with various contractors – the cold, wet Spring with short periods of warmth meant that growing had occurred in spurts but then contractors had been unable to cut regularly due to the wet weather and lack of drying periods.  Initially the first sub-contractors used during March and April had been completely unsuccessful in meeting the requirements of the contract specification and they had now been replaced by an experienced team.  IDVerde undertook not to charge for March and April cuts as they had been so unsatisfactory.

50/24. To consider appointments to external bodies, groups and to receive reports.                                                          

Proposed Cllr Percival, seconded Cllr Gray unanimous RESOLVED to nominate Cllr Thomas to the Mareham le Fen Community Centre and Memorial Lawn charity.

51/24. To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure. 

None.

52/24.  Training Bookings to be approved.

None

53/24. To receive and approve updates on

a)         the purchase of the 0.22acres cemetery extension.

It was noted that the payments had been issued.  Paperwork submitted to the solicitors.

b)         Installation of the defibrillator in Tumby Woodside

It was noted that the electrician had connected it and LIVES had commissioned it onto the national network.  A plaque will need to be installed once located. Cllr Thomas asked if the other defibrillators in the parish could also be taken on by the parish council once they had been moved and brought up to functioning standard.  This is to go onto the next agenda.

c)         D-Day 80th Commemoration events

It was noted that an event will be held at the Community Centre with food and lighting organised by local volunteers and organisations.

d)         Litter-picking – Mareham le Fen Wombles Group.

Names were awaited from Cllr Percival as to who may be interested in this. 

e)         Participation of RHS In Bloom ‘Best-Kept Village’ competition, judging dates and to approve a budget for the purchase of items that may be required to support the village and other activities to be agreed to support the application.

The first-year application was free and the village would receive a Judges Report with recommendations as to how to improve future year entries.  Councillors were concerned that this year’s grass cutting was not to the standard achieved in the previous two years.  Debate concerned if the entry should continue and also if asking local businesses and organisations to sponsor purchases of items such as plant tubs for the village and willingness of residents and volunteers to maintain and water any planters. Other parish councils had participated and after the first year had achieved awards and helped foster neighbourhood engagement and support.  Judging would take place in the first two weeks of July. Dates to be confirmed. Volunteers could be sought through Facebook for gardens and maybe if any purchases of plants and tubs were to be undertaken.  East Midlands In Bloom results would be announced in September and all entrants would receive feedback.  It was proposed by Cllr Thomas, seconded Cllr Percival and unanimously approved RESOLVED that a budget of £2,500 be allocated and purchases delegated to the Clerk in consultation with councillors if any purchases were needed during this year’s entry and in preparation of the next year’s entry.   

54/24. To approve items for the parish council newsletter and the budget.

Items would include In Bloom; grass-cutting, defibrillators, precept change, cemetery extension purchase. It was proposed by Cllr Percival, seconded Cllr Thomas and unanimously approved RESOLVED for a budget of £125 and for the Clerk to prepare the newsletter and printing.

55/24. To approve Chair’s Allowance Policy, Risk Register amendments, Asset Register amendments, and new Financial Regulations.

Proposed Cllr Thomas, seconded Cllr Percival and unanimously approved RESOLVED to adopt the draft Chair’s Allowance Policy. Asset Register adjustments and Financial Regulations items were deferred.

56/24. To note the arrangements for the Annual Parish Meeting – 22nd May 2024.

It was noted that the Vice Chair of East Midlands In Bloom is to give a presentation.

57/24. Date of the next meeting Wednesday 19th June 2024 and items to be added to the agenda.

Items will include Annual Governance and Financial Return, East Midlands In Bloom, defibrillators.