Minutes - 13 October 2020

Present:  Councillors: J Evans (Chairman), P Jenkinson (Vice-Chairman), Mrs J Clayton, M Homer, Mrs A White, P McNeill, D Newsam, J Barrett, J Radcliffe, A Henderson, C Higham.
Also in attendance remotely: Mrs D Locker (Clerk), Cllr G. McNeill (WLDC) & 9 members of the public 
Councillors not present: None 
Commencing at 7.30pm
The Chairman welcomed those in attendance remotely and advised that the meeting would commence with the opening of the public session.  Resident 1 requested consideration of the letter and associated information he had already submitted on behalf of the Nettleham Football Club to request the use of the Pavilion facilities e.g. changing rooms and to provide refreshments.  The Chairman confirmed that this request had been included on the agenda and the item would be brought forward for earlier discussion.
Public Forum
Councillor G McNeill (WLDC) advised
  • WLDC have recently provided £2,600 of Covid-19 related grant funding to the Community Hub;
  • He had recently attended a meeting in respect of the Central Lincolnshire Joint Strategic Planning Committee and the plan outlining housing allocations will be published in due course;
  • An appeal had not yet been submitted in respect of the planning application for further development, off Deepdale Lane, following planning refusal;
  • He had received communication from the Local Government Minister advising that enforced devolution for Lincolnshire is not on the table, at this time, although is aware that County Councils have been invited to submit an economic business case for devolution, to the Minister, for his consideration;
  • The Covid tier scheme was announced yesterday and WLDC is in the medium tier;
  • He would recommend that Councillors consider putting themselves forward for current vacancies on the Lincolnshire Association of Local Council’s Committee, particularly as parish arrangements and potential for local councils to merge with other parishes, is forthcoming.

Councillor Mrs White (WLDC) advised

  • She had already submitted a report and this had been circulated to Councillors;
  • Plans to undertake works for reinstatement of the Ridge & Furrow arrangements off Deepdale Lane are being monitored;
  • WLDC recently held an Overview & Scrutiny Committee and will appoint two Working groups to look at flooding issues at Scotter and Bardney;
  • WLDC have undertaken staff surveys in an effort to gauge the effect of home working on staff.  There was an 84% response with 95% reporting they felt supported by Managers.  Whilst social isolation was raised by some, efforts have been made by WLDC to address this e.g. virtual meetings.  A further follow up survey will be undertaken before Christmas;
  • She had circulated a workshop summary of the contents of the Government Planning White paper to Councillors and responses will go to the WLDC Prosperous committee on 20th October;
  • The WLDC Parish Charter is available to view on the WLDC website.
The Chairman thanked Councillors Mrs White and G. McNeill for supporting the allocation of the Covid related grant to the Nettleham Hub to assist with their reopening plans as the Hub offers a great deal of support to residents.
Police Report
The Chairman advised that the Police had provided written feedback advising that parking issues had been discussed with some motorists deemed to have been parking inconsiderately on the footpath, outside of Bill Bailey’s playing field.  Whilst it was acknowledged that the parking issues appeared to have improved this was susceptible to change.
The Meeting opened at 7.43pm
115/20. To resolve to receive apologies and accept reasons for absence received by the Clerk,prior to the meeting. No apologies - all Parish Councillors were in attendance
116/20.  Disclosure of interests in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations. None received
117/20.  Notes of the Council’s meeting held on 15 September 2020 to be approved as minutes. It was proposed, seconded and RESOLVED:  That following a minor amendment, the notes of the meeting of the Parish Council, held on 15 September 2020, be approved as a correct record and be signed by the Chairman.  Unanimous - (by those that had been in attendance at that meeting).
118/20.  Clerk’s Report (for information only)
Council were advised that:
  • A number of residents have been in contact with the Parish Office reporting sightings of rats along the area of the beck on Kingsway.  WLDC Environmental team are aware of the problem, they have been in discussion with the landowner, Taylor Lindsey and had instructed they take the necessary actions to tackle the rat issue.  WLDC have also advised that should the landowner fail to act, then WLDC will consider enforcement action.  The parish council has provided an update on Facebook setting out the WLDC response. 
  • A request has been submitted to the local LCC Highways Officer requesting a virtual meeting with Councillors to discuss a number of highways related matters.  A response is awaited.  
  • Council have been working on development of the new parish website, in fulfilment of the accessibility regulations.  The website is hosted by LCC, it has been submitted to them and it will be uploaded in due course; its launch will also be publicised;
  • The parish staff have recently been in contact with an ice cream vendor, following reports that they had been trading from the Village Green, without prior permission having been received from Council.  The vendor has since sent an apology advising that they were unaware that the pedlar licence, issued by the Police did not also include Parish Council land although no subsequent request for permission to use the council’s land, from this vendor, has been received.
At 7.55 the Chairman advised that agenda item 8(f) would be brought forward as the next item for discussion. 
119/20.  Review of use of Mulsanne Pavilion and changing rooms
Whilst this item had been discussed at previous meetings, following receipt of a further request from the Chairman of the football clubs for teams to use of the changing rooms and for the sale of hot drinks and snacks from tables in the Pavilion or through a serving window, 5 Councillors requested this matter be re-considered.  There followed extensive discussion about the covid-19 related risk assessment, route plans, use of markers, detailed operational arrangements and personal assurances submitted by the football committee that the arrangements would meet government restrictions and be overseen at the time by committee members.  Subsequently, it was proposed, seconded and RESOLVED:  To approve the Football Club committee’s request to use the pavilion for the sale of drinks and snacks, subject to the implementation of arrangements that meet the government’s covid-19 related guidance – e.g. such as wearing of face masks, maximum group numbers, use of distance markings, separate entrances/exits, cleaning arrangements and social distancing.  Unanimous
Following further extensive discussion in respect of the request from the football club’s chairman to allow football teams to use the changing room (not showers) on match dates, it was proposed, seconded and RESOLVED: To allow the use of the changing rooms by the football club teams (subject to suitable arrangements being in place in line with guidance).  Unanimous
120/20.   Financial Matters 
a) To Ratify Payments made – 01/09/20 – 30/09/20. It was proposed, seconded and RESOLVED: That Council ratify payments made during September 2020.  Unanimous
b) To consider the Income & Expenditure report as at 30/09/20. The contents of the report were noted.
c) To consider the Council’s bank account balances at 30/09/20. The bank account statement balances were checked and signed off as a true record by the Chairman.
d) To consider grant application for Nettleham Festive Market – Christmas lights competition.  Following discussion and acknowledgment that the total grant budget had already been allocated, it was proposed, seconded and RESOLVED: To refuse the application request to pay a £100 grant to the Nettleham Festive Market for their Christmas lights completion.  For 9;   Abstentions 2.
121/20.  Planning Matters 
a) To ratify/receive recommendations/observations on the following planning applications:-
1) Land behind the Hawthorns - Ms E Truelove - 141225. Application for approval of reserved matters to erect 63no. dwellings with garages, access roads, footpaths & open space considering appearance,
landscaping, layout and scale - following outline planning permission 138494 granted 05 July 2019. Comments from Planning Liaison Panel: - Parish Councillors recently met with the developers who advised
Councillors that in addition to the changes in the latest site layout landscaping plan (15/05/20) that:
 i)  the gates to the private drive 3 will also be removed;
 ii) metal fencing will be removed except where they are used as a safety measure to prevent people falling into swales;
iii) the developer will review the number of trees shown on the landscape plan to see if any more small to medium sized trees, such as cherry, can be planted by the roadside to soften the street scene. 
Subject to these changes being put in place the Parish Council would have no objection to the proposed scheme.
2) Richmond Farm, Sudbrooke Lane - Mr D Williams - 141667. Planning application to remove stable block and nissen hut and replace with triple garage with storage above and sun/cinema room, gymnasium.
The Planning Liaison Panel had no comments to make in respect of this application
It was proposed, seconded and RESOLVED: To ratify/approve the comments received from the Planning Liaison Panel.  Unanimous
b) Appeals, Consents, Refusals & withdrawals, Decisions received
i) Appeal APP/N2535/W/20/3256719 – Land off Scothern Rd,   Mr Musson - 140946. Outline planning application to erect 7 No. dwellings with access to be considered and not reserved for subsequent applications.
   Appeal date 9/9/20.  Awaiting appeal result.
iii)   Decisions 
  • Brunel House, Deepdale Enterprise Park - Mr P Johnson - 141439. Prior approval for proposed change of use from offices to 5no. dwellings.  Determined 22/9/20 – granted without conditions
c) Tree Application – None 
d) Update on outstanding planning - none
122/20.  To receive an update from the Neighbourhood Plan Review Group (CH)
Council were advised that the appointed contractor is currently working on the draft historic assessment and it will be available for consideration, in the near future.
123/20.  Council Matters
a)Notice & certification of conclusion of external audits - 2018/19 & 2019/20 (Clerk)
The Clerk advised that the external auditors had now signed off the accounting and governance statements, and had issued their final reports with their comments and also the final certificates relating to the AGAR’s submitted for the financial years 2018/19 & 2019/20. The certificates and reports have already been put up on the notice boards and also included on the Council’s website.  Residents can also request copies of these, at a small fee.  Following receipt of the challenge correspondence which had been submitted by a local resident relating to the 2018/19 AGAR, an invoice for additional fees to the sum of £2,558.75 + vat had been levied by the external auditors for carrying out their review.
b) Communications & Publicity Strategy - update (PJ) 
The draft strategy circulated with the agenda was discussed.  Further work is required, particularly in the development of the new resident pack and to also secure external financial support to produce it.
c) Speed Watch – update (JR)
A summary of the speed indicator data collected when the device was sited at Lodge Lane from 26/8/20 – 15/9/20 and at Sudbrooke Lane from 15/9/20 – 01/10/20 was discussed. The device will be moved to two further village sites and a full data summary, from across the six sites, will be published once available.  During discussion it was noted that having considered the data collated to date, there appears to have been a higher percentage of motorists travelling at speeds over 40mph, within a 30mph zone, when leaving the village along Lodge Lane compared with those travelling along Deepdale Lane or Sudbrooke Lane. 
d) To consider Widen my path initiative (DN)
Council were advised that LCC are bidding for additional resources from central government’s widen my path scheme which can then be utilised to provide or upgrade cycle ways and paths. Residents can, in turn, submit a request via the www.widenmypath.com website to ask for improvements to this type of infrastructure in their area. ACTION: The Clerk to use Council publicity arrangements to promote the scheme with residents.  Cllr Mrs Clayton to include the scheme details in her field paths article for publication in the November 2020 issue of Nettleham Matters.
e) Lace development – update (JE)
The Chairman advised that LCC have made a policy decision that the Lineland site land will be passed over to Lace Housing along with £1.99million in capital funding to build a care facility.  Councillors have recently met with representatives from LACE housing who set out their proposals to build 41 x 1 bed & some 2 bedroomed flats at the site.  It is anticipated that development will commence after April 2021.
f) To consider the purchase of defibrillator unit to site at Mulsanne Park/Pavilion (DN)
Following enquiries made with West Lindsey District Council, they have offered to supply and install a defibrillator, externally at Mulsanne Pavilion, at a heavily subsidised price of £400.  This offer is subject to agreement that Council will pay the initial £400 charge plus an ongoing annual maintenance charge, currently set at £100.  It was proposed, seconded and RESOLVED: That Council join the WLDC scheme, agree to purchase a defibrillator unit for £400 and to also pay an annual maintenance charge, from the village facilities budget.  Unanimous
g) To consider purchase of commemorative bench to site at raised area at Bill Bailey’s (JE) It was proposed that Council purchase and install a bench at Bill Bailey’s playing field to commemorate the contribution given, to the parish, by the late Councillor Joe Siddall.  It was proposed, seconded and RESOLVED: that Council purchase and install a bench, at Bill Bailey’s playing field to commemorate the late Councillor Joe Siddall’s contribution to the parish, from the 2021/22 budget.  Unanimous
h) Remembrance Sunday – laying of wreath update (Clerk)
The Clerk advised that a donation had been sent for delivery of a Poppy Wreath to lay at the memorial at the Village Green and had also received feedback from the new local British Legion representative.  In response to Covid-19 restrictions the British Legion have already arranged to work with other local parishes to prepare a video of their local services which are being held beforehand; this will enable the video to be available to view on Remembrance Sunday.  Details have already been passed on to Father Richard Crossland, at Nettleham All Saints Church who will confirm the service arrangements, for Nettleham.  The Chairman will be invited to attend the service, once arrangements are in place.
i) Nettleham Matters distribution to Minster Fields (JE)
The Chairman raised that current residents of the parish at Minster Fields do not have a copy of Nettleham Matters delivered.  Cllr Barrett also advised that properties at Baker Drive (50) and the Lace Housing development (36) off Baker Drive do not also receive a copy.  ACTION: The Clerk to contact Tucann to discuss options and costs associated with arranging distribution of copies of the publication to all properties in the parish and to report back to Council. 
124/20.  Correspondence Received 
a) Email from football club Chairman – request to use Pavilion & changing rooms.  This matter was included as an item for discussion, earlier in the meeting. 
b) Request for Councillor Nomination(s) to LALC County Committee.  Cllr Barrett confirmed his interest in being nominated for one of the LALC County Committee vacancies.  It was proposed, seconded and RESOLVED that Cllr Barrett be nominated to LALC – Unanimous
125/20.  Councillors Reports/Future Agenda Items - None received
126/20.  Date of Next Remote Meeting of the Parish Council – has been arranged for Tuesday 10 November 2020 commencing at 7.30pm
127/20. To resolve whether to move into closed session and exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, due to the commercial or sensitive nature of business to be discussed
At 9.46pm it was proposed, seconded and RESOLVED: To move into closed session. Unanimous. 
All members of the public/press left the virtual meeting
128/20.   Items to be considered under Closed Session
a) Appointment to the post of Assistant Clerk
Following interviews held for the position, feedback from members of the Personnel & Standard’s panel was considered.  It was proposed, seconded and RESOLVED: to ratify the comments received from the interview panel and recommendation to appoint Claire Ward to the position with a start date of 9 November 2020.  For: 10;   Abstention: 1
The meeting closed at 9.51pm

APPENDIX 1 – List of Payments made 1/09/20 – 30/09/20


AMOUNT (incl. VAT)




IT support



Carpet/upholstery clean MP



signage & door closer  MP



signage - Mulsanne Pavilion



Water charges



Office tel line & broadband



One off buildings clean



Bank fees



Payroll contractor charges



Utilities - gas & electric



4 x phone rental & calls



Stationery, 1st aid, general



Boiler replacement parts



LALC LCR subscription



Staff mileage reimbursement



Seeds for Bishops Palace



Wi-Fi Old school



Personnel contractor



Petty cash purchases



Sanitary bin collections



Sanitary bin collections



Sanitary bin collections



External Audit fees 2019/20



Postage stamps



Roof repairs - MP & OS



Poppy Wreath donation






Van lease



Purchase/instal 2 bins



Sadolin & brushes – bench maintenance



Zoom subscription