2025 Minutes of Meetings

 DRAFT Minutes of Mareham le Fen Parish Council meeting 25th June 2025 at 4.30pm

held at Mareham le Fen Community Centre

Present: Cllrs L. Thomas (Chair), C.Whiley, J.Mersh, C.Robinson

Not Present: Cllr M.Rodgers.

Clerk:    A. Everard

Members of Public present: Three

1.       Election of Chair for 2025-26 Civic Year and signing of Declaration of Acceptance of Office.

RESOLVED that Cllr Thomas is elected Chair of Mareham le Fen Parish Council for 2025-26 Civic year.  He signed the Declaration of Acceptance of Office.

2.       Election of Vice Chair for 2025-26 Civic Year

RESOLVED that Cllr Whiley is elected Vice Chair of Mareham le Fen Parish Council 2024-25 Civic year.

3. To resolve to suspend the meeting to allow period of public participation for up to 15 minutes (if required).

The Chair invited individual residents to participate. It was raised that the Planning Inspectorate had upheld East Lindsey District Council’s Planning Committee decision that the Gleeson Development was not approved.  An update on the Memorial Lawn Planning Application was requested.  ELDC District Councillor Foster advised that he had been informed that a new Planning Officer had been appointed.  Issues had been raised about funding the Play Area had been raised by ELDC. Other issues raised and noted were about cleaning up the area and if Public Rights of Way could be better maintained. 

4. a) Apologies for absence with reason given

Cllr Rodgers’ apologies were received and noted.

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

The Chair noted his interest in Planning item S/114/00477/23 - MEMORIAL LAWN and his ongoing dispensation.

5.a) To receive the draft minutes to be approved as the minutes of the meeting held on 12th June 2025.

RESOLVED to adopt the draft minutes and the Chair signed them.

5.b) Matters arising from the minutes of 12th June and Clerk’s updates not already on this agenda.

The Clerk advised the Parish Council that on 17th June he had received a report of a leak of water from the standing tap at the Cemetery.  At the location the standing tap had been wrenched from the ground and a great deal of standing water was observed.  Andrew Grantham Plumbing and Heating has been instructed to stop the water loss and urgent reinstatement of the standing tap as visitors to the Cemetery needed water.  Invoices had been received for the work and included on the payment schedule. Anglian Water Wave notified.  Anglian Water Wave account indicated that the water leak may have occurred 15th June.  Estimated water loss was estimated to be £450.  It would not be confirmed until after 7th July when the next bill was expected to be issued. The Clerk would report the damaged tap incident to Lincolnshire Police in case there is a spate of other anti-social incidents taking place in the village.

6. 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.

Corespondence was noted. The Clerk pointed out the LALC Conference was coming up on 16th July.  Places could be booked through him.

7. ELDC and LCC councillors invited by the Chair to make verbal or written reports on local matters.

Cllr Foster had nothing to report.  The LCC Councillor was unable to attend.

8. Planning matters

•         S/114/00477/23 - MEMORIAL LAWN, MAIN STREET, MAREHAM LE FEN, PE22 7RL - Outline erection of 2no. dwellings - to receive and respond to any updates.

No update

•         Planning Inspectorate APP/D2510/W/24/3351284: Phase II, Land off Main Street, PE22 7RW  Decision: APPEAL DISMISSED.

The Parish Council noted the decision.

•         02415/25/FUL - Planning Permission - Change of use, conversion of and extension and alterations to existing music hall to form a dwellinghouse - The Band Hut, School Lane, Mareham Le Fen. PE22 7QB. - NEW

RESOLVED to ‘Support’ and the Clerk to submit comments regarding how busy the cul-de-sac became for parking vehicles outside the school. It was felt that keeping the building occupied was important and the plans were in keeping with that area.

9.  To consider and approve financial matters

a) To approve expenditure on the payments schedule.

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

Council noted the bank balances of £12,244.85 current account and £29,424.56 in the deposit account.

c) To consider and approve amendments to the insurance policy renewal.

RESOLVED to renew and pay Zurich Insurance of £308.65 and to get insurance for the Cemetery Garden Store Building.

Cllr Whiley left the meeting 5.30pm

d) To consider amendments to the bank account signature mandate.

RESOLVED that the Clerk start the process to open a bank account with Unity Trust Bank due to the likely increase in responsiveness and higher interest rates available  

10. Highways

a) To consider any highway, footpath and FixMyStreet issues

FixMyStreet issues were reviewed. 

b) To consider the purchase of Speed Indicator Devices and an application for an ELDC Community Grant towards the purchase cost.

RESOLVED to purchase ElanCity Ltd Speed Indicator Devices for an estimated £8782.42 and District Councillors to be approached for a £1000 Community Grant. 

11. To consider appointments to external bodies, groups and to receive reports.

a) Community Centre nominee

RESOLVED to nominate Cllr L.Thomas.

b) Play Area Committee                                                         

RESOLVED to nominate Cllr J. Mersh

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

The Clerk reported that a couple of residents were interested but unavailable to apply this month. 

13.  Training Bookings to be approved.

LALC New Councillor Induction and Refresher would take place on 21st July 2025 at Mareham le Fen at 1pm. New Councillors would be booked onto the course.

14. To receive and approve updates on

a)       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.

RESOLVED to withdraw from this year’s competition being inquorate the Parish Council had been unable to plan for this.

15. To approve Risk Register, Asset Register, Financial Regulations and Standing Orders.

RESOLVED to approve the Risk Register and Asset Register.  Financial Regulations and Standing Orders review was deferred to a later meeting.

16. To consider the Annual Governance and Accounting Return 2024-25 for submission by 30th June 2025.

a) To receive, consider and approve cash book income and expenditure 2024-25 statements and asset register for publication.

RESOLVED to approve these items for publication. 

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

Deferred. It was noted this was expected over the Summer for review at a later meeting.

c) To receive, consider and approve the Annual Governance Statement 2024-25 and for the Chair and Clerk to sign.

RESOLVED to approve and signed by the Chair and Clerk. 

d) To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2024-25 and if approved for the Chair to sign

RESOLVED to approve and signed by the Chair.

e) To approve the dates of electors’ rights to be exercised Monday 30th June – Friday 8th August 2025.

RESOLVED that the dates be approved and published.

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.

RESOLVED that the Parish Council will certify exemption for 2024-25 and publish the required documents on the website.  The Chair and Clerk signed the certificate.

17. To consider Terms of Reference for Parish Council Committees and membership appointments.

This item was deferred as new councillors will join shortly.

18. To consider and approve the dates of ordinary meetings for 2025/26 civic year and items to be added to the next meeting agenda.

RESOLVED that the Parish Council will meet bi-monthly and meeting venues are to be booked for 16th July 2025, 17th September 2025, 19th November 2025, 21st January 2026, 18th March 2026 and Annual Parish Council meeting on 20th May 2025.  Extraordinary Parish Council meetings will be called for urgent business and committee meetings will be arranged if required.

Meeting ended 6.55pm.