Parish Council minutes & agendas 2020

NETTLEHAM PARISH COUNCIL                                                                                                                                             

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON TUESDAY 17 MARCH 2020, AT 7.30 PM

AT THE SMALL HALL, THE OLD SCHOOL, NETTLEHAM  

PRESENT:         Councillors: J Evans (Chairman), Mrs J Clayton, Mrs A White, P McNeill, D Newsam, P Jenkinson, Mrs C Appleton, C Higham, J Barrett,

In attendance:    Mrs D Locker (Clerk) & 4 members of the public. 

Councillors not present: – Cllr J Radcliffe, Cllr A Henderson & Cllr J Siddall.  Apologies also from Cllrs Mrs Brockway (LCC) & Cllr G McNeill (WLDC)    

Commencing at 7.30pm

Public Forum

The Chairman welcomed those in attendance and announced that before opening the meeting, members of the public had an opportunity to address the Parish Council, on any matter, during the 15 minutes public session.   Resident 1 – advised that a group of village residents have come together, to provide a local response to assist residents affected by Covid-19 and self-isolating.  The group have set up a Facebook page, an email address: nettlehamvolunteers@hotmail.com, developed 1200 leaflets for delivery with a contact telephone number to enable residents, in need of assistance, to contact to request support from nominated volunteers identified for their area – this may include help with shopping, collecting prescriptions and development of food bank supported by crowdfunding donations.  The resident to liaise with Parish Clerk to provide an update of ongoing developments.   Resident 2 – requested one off permission for vehicular access along the boundary of Bill Bailey’s playing field to enable delivery, via Bill Bailey’s, of a shepherd hut for siting in their rear garden.  They advised how having access to the hut would improve their individual quality of life and they would arrange for their fencing panel(s) to be removed to enable it to be off-loaded directly into their garden.

Councillor Mrs White (WLDC) advised:

• WLDC has reviewed their meetings schedule, most will be cancelled  with business largely being discussed by telephone;
• The footpath to the Larkfleet estate (off Deepdale Lane) has now largely been completed in tarmac although the concrete edging does not appear to have been included.  Cllr Mrs White had also reported to WLDC that the Planning condition to maintain the ridge and furrow arrangement to the side field has not been adhered to and she would continue to liaise with WLDC Officers to seek reinstatement.
• She had been in discussion with a representative from Police HQ on Deepdale Lane who appear to have concerns that some individuals do not stick to the public path across the field and walk close to the Police Headquarters building.

Police Report – No incident report having been received, from the Police.

The Chairman advised that there was some uncertainty as to when the Parish Council may next meet, particularly as the Council is statutorily required to hold an Annual meeting of the Parish and Annual meeting of the Parish Council, during May.  Further guidance is required and is awaited, from Government.

The Parish Council Meeting opened at 7.45pm

030/20. TO RESOLVE TO RECEIVE APOLOGIES AND ACCEPT REASONS FOR ABSENCE  

Apologies received from: Cllrs J Radcliffe, A Henderson & J Siddall. It was proposed, seconded and RESOLVED:  To accept the apologies of absence, received.  Unanimous

031/20. DISCLOSURE OF INTERESTS IN ACCORDANCE WITH THE REQUIREMENTS OF THE LOCALISM ACT 2011 AND TO CONSIDER ANY REQUESTS FOR DISPENSATIONS

Declarations of interest were received from: Cllr Barrett in relation to agenda item 8(f), (9(e), & 13(b); Cllr Evans for item 5(a) and Cllr Mrs Appleton for item 13(b).

032/20. NOTES OF THE PARISH COUNCIL MEETING HELD ON 18 FEBRUARY 2020 TO BE APPROVED AS THE MINUTES

It was proposed, seconded and RESOLVED:  That the notes of the meeting of the Parish Council, held on 18 February 2020, be approved as a correct record and be signed by the Chairman.  Unanimous - (by those that had been in attendance at the meeting)

033/20.  CLERKS REPORT ON MATTERS OUTSTANDING (INFORMATION ONLY)

The Clerk advised:

• She recommended that Council take some time under closed session to discuss arrangements that may need to be put in place in response to Covid-19 and advice from the Government
• She had submitted request for payment of the full grant from FCC Communities Foundation following installation of the new play equipment at Bill Bailey’s playing field;
• A letter had been sent to the Village Hall Committee confirming that Council is withdrawing from the Memorandum of Understanding in relation to the Village Hall from 1/4/20;
• Council awaits confirmation from Cllr Mrs Brockway that she will request LCC Highways team consider: (a) moving the 30mph road sign nearer to the rugby club and (b) undertake an assessment of the junction at Deepdale Lane and the A46 to assist with traffic movements, particularly at peak times.

034/20.  FINANCIAL MATTERS

a) To Ratify Payments made – 01/02/20 – 29/02/20

It was proposed, seconded and RESOLVED:  That the Council duly ratify the payments made shown as Appendix 1. For: 8;   Abstention: 1            

b) To consider the Income & Expenditure information at 29/02/20

The contents of the Income & Expenditure report were noted

c) To consider the Council’s bank account balances at 29/02/20

The Chairman checked the summary against copies of the bank statements and duly signed them as a true statement of monies held, in the Council’s bank accounts.

035/20.  PLANNING MATTERS

a) To receive recommendations or observations on the following planning applications:-

Nettleham parish council wishes to submit these comments against recent planning applications in the parish for consideration by WLDC planning Department.

1)  Land rear of, 72, Scothern Road           Miss H Grewcock                                                       140640

Planning application to vary condition 19 of outline planning permission ref. 131975 granted 14 March 2017 (as amended by 139998 approved on 7 November 2019) (erect 68no. dwellings-10no. affordable- including open space provision, associated garages and infrastructure and footpath cycleway link to Sudbrooke considering layout and scale) - variation of plots (4, 5, 10, 19, 23, 26 & 68) to include alterations to housing designs, relocation of houses and garages on plots together with provision of substation at plot 19.

It was proposed, seconded and RESOLVED:  That Council have no objections in respect of this Planning application.  Unanimous

(b) Appeals, Consents, Refusals and Withdrawals, Decisions received

 i)   Appeal Decisions

• Corner Cottage 27 East St               Mr & Mrs Downs – APP/N2535/W/19/3238663 & 4

Appeal related to refusal for Listed building & Planning application for conversion and extension to existing single storey outbuilding to form new accessible bedroom, bathroom & WC

       Decision: Appeal dismissed.  Decision date: 06.02.20

• Brown Cow Inn                                 Mr Rob Wilkinson                                                       139176

       Planning Inspectorate Appeal: APP/N2535/W/19/3240712 – started 13/12/19

Planning application for use of public house to 3 x one bed dwellings including demolition of various rear extensions, erect 5 x three bed dwellings and associated works

Decision: Appeal dismissed.  Decision Date: 27.02.20

ii)    Decisions

• Site of existing poly tunnels Riseholme Park    University of Lincoln                              140427

Removal of existing poly tunnels and erection of 1 glasshouse.  Approved - granted with conditions – 3/3/20

• 3 The Rowans                                   Mr & Mrs Tallentire                                                     140444

Planning application for rear extension.  Approved - granted with time limit & conditions – 20/02/20

 (c) Tree Application – None

 (d) Update on outstanding planning – The Chairman advised that Councillors had met with representatives from the Gospel Church who advise they have considered amendments to their proposed building off Deepdale Lane – e.g. to reduce floor area & changed roofline/gable & 6’ hedging.

036/20. PROPERTY COMMITTEE MATTERS

a) To consider the draft minutes from the Property Committee – 03.03.20

The minutes of the Property Committee of 03.03.20 were noted. Cllr Newsam as Chair of the Property Committee highlighted some key areas:

• The Committee is currently reviewing existing facilities at Mulsanne Park including potential for extension to the Pavilion to improve usage and potential increased income from hiring of the building.
• Following installation of the additional lighting to the car park area, a local resident had written to the Council to thank them for completing the works;
• Council may wish to raise awareness about the Mulsanne site & facilities at the next village carnival.

b) To receive an update from the Beck Working Group

Councillor Jenkinson provided an update, following the recently held Beck Working Group:

• The beck had been cleared around the area of the sewerage works;
• An advert had been placed seeking a new member of the Working Group;
• The work to be undertaken by Lincs Rivers Trust had been timetabled to commence May/June 20.

c) To receive an update following the meeting with Allotment holders – 19/02/20

• A further meeting had been held with allotment holders to consider the revised proposals for the new allotment site to be provided off Scothern Rd – e.g. for 30 allotment, provision of a grassed area to meet up, hardstanding area with a bench and possibly some fruit trees planted around the boundary;
• Existing allotment holders were asked to submit details of their preferred plot – at the new site;
• Council to request the developer to provide 4 water taps for use by allotment holders;

It was suggested that, in keeping with the existing allotment agreement, erection of greenhouses not be allowed, (only cold frames), particularly as properties will overlook the allotment site.                   

037/20.  COUNCIL MATTERS

a) To receive an update about locations identified for the siting of the mobile speed sign

Councillors had met with an LCC officer to undertake a site survey to identify suitable locations for the siting of the speed indicator device; initially six locations recommended for use, four of which could utilise existing LCC posts with erection of two new posts.  The device had also been ordered and insurance had been arranged with the Council’s insurers.  It was proposed, seconded and

RESOLVED:  To agree the six site locations as proposed and to place an order with LCC for installation of two new posts at a cost of £250 each, to the Council.  Unanimous

b) To discuss request for speed limit extension, on Lodge Lane

Council were advised that during the site survey Lodge Lane had been identified as a seventh potential site for siting the speed indicator device but would be held back until a decision had been made, by LCC, about moving the 30mph speed sign.  The LCC Officer also suggested that it may be more effective to request LCC to reduce the speed limit to 40mph (from 60mph) from around the Rugby Club and retain the existing 30mph sign further down Lodge Lane. Comments were noted.

c) Neighbourhood Plan review – update

Following publicity, 10 individuals had confirmed their interest in becoming a member of the Neighbourhood Plan (NP) review Working Group.  Councillor Higham had been elected as Chairman of the NP Working group and further publicity will be arranged to try to attract further members to the group by way of articles in Nettleham Matters, Council website and Facebook.

d) Preparations for Annual Parish Meeting – update

Not progressed, due to uncertainty about ability to hold meeting due to Covid-19 – to be reviewed later.

e) To agree a revised Council Meeting Calendar

The meetings calendar has been revised to accommodate Property Committee meetings to be held prior to Full Council.  Two additional Property Committee meetings had been timetabled for 1/4/20 & 24/11/20 and cancellation of the advertised meeting for 16/12/20.

It was proposed, seconded and RESOLVED:  To agree the amendments to the Calendar of Meetings.  Unanimous

f)  To request the siting of a new bus stop(s) nearer to the new housing development (Baker Drive) off Deepdale Lane

The contents of a report submitted by Councillor Barrett with a recommendation for Council to request that LCC provide a new bus stop to serve residents at the new development off Deepdale Lane - (Baker Drive area), was considered.  The Chairman advised that a written request for Council to support such a request had also been received from a resident of the new development and would also be considered as part of this agenda item.  It was proposed, seconded and RESOLVED:  To submit a request to LCC (& County Councillor) for siting of a new bus stop, in the vicinity of the new estate entrance footpath – on Deepdale La, near Baker Drive.  For: 8;    Abstentions: 1

g) To discuss re-appointment of the Council’s Internal Auditor for a further term

Council heard that their internal Auditor had been appointed last May, initially for a one year term.  During discussion it was acknowledged he had undertaken two half year audits and the Clerk and Councillors had been very impressed with the method and content of each audit conducted and the feedback report submitted to Council on each occasion had also been considered excellent quality.

It was proposed, seconded and RESOLVED:  That Council re-appoint Mr S Fletcher as Council’s Internal Auditor.  Unanimous

038/20. CORRESPONDENCE RECEIVED

a)  To consider, resident request, for delivery vehicle to drive onto Bill Bailey’s Playing Field to deliver garden room via the vehicle’s crane into their rear garden of property on Orchard Way

Clarification was sought from the resident about proposed delivery method and they confirmed that the fence panels would be removed and the hut be winched from a 4 x 4 flat-bed vehicle from the Playing field into their rear garden, via a ramp.

It was proposed, seconded and RESOLVED:  To allow access for delivery of the hut via a 4 x 4 type vehicle driven along the perimeter of the playing field, once the ground has been deemed suitably dried out, and this be subject to prior notice and agreement of the delivery methodology, by the Council’s staff.  Unanimous

b)  Notification of suspension of Best Kept Village competition 2020.  The contents were noted.

c)  Request from Rural Services Network for Council to join a national Rural/Town Group

Following consideration and discussion related to information provided, it was proposed, seconded and RESOLVED:  That Council would not take up the offer to join the Rural/Town Group at this time.  Unanimous

d) To note information about access to a property at the Green, via the Village Beck.

The contents of the property sales particulars setting out proposals for a development plot to be included in the sale with access via the beck were noted.

e)  Resident requesting the Parish Council ask LCC to provide a new bus stop – nearer Baker Dr.

This item was included in discussion under the earlier agenda item, 8(f).

039/20.  COUNCILLOR REPORTS/FUTURE AGENDA ITEMS

It was raised that daffodils, formerly in the hedgerow had come to flower on the development plot at Deepdale Lane Enterprise.  The Clerk to contact LK2 to seek permission for volunteers to dig up and re-locate the daffodils to the hedgerow area.

• Walkers are welcome – as a future agenda item.
• Nettleham Carnival

040/20.  DATE OF NEXT MEETING

The next scheduled meetings are the Annual Meeting of the Parish commencing at 7pm on 21 April 2020 followed by the Parish Council meeting at 8pm.  However, these are to be confirmed having regard to Government guidance relating to responses to Covid-19.

041/20. 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 SENSITIVE NATURE OF THE BUSINESS TO BE DISCUSSED.

At 8.50pm - It was proposed, seconded and RESOLVED   To move into closed session due to the sensitive nature of the business to be discussed in relation to the following matters. Unanimous

The remaining member of the public left the meeting room and following a short recess the following items were considered.

042/20.   CLOSED SESSION ITEMS

a)(i)   Council’s responses to Covid-19 and Government Direction

Due to the urgency associated with this matter, Council considered a range of information and guidance that had been circulated by Government, NALC and the Lincolnshire Association of Local Councils in response to the outbreak of Covid-19.  The following items were discussed in development of an ongoing contingency plan to ensure the smooth running and operation (wherever possible) of the Parish Council, for an interim period.

a)(ii)  Closure of Parish Office and other Parish buildings or facilities

It was proposed, seconded and RESOLVED   To close the Council’s buildings/facilities to the public, including for hire or use, with effect from 23 March 2020 and introduce the operation of safe distancing or other relevant working arrangements for staff, all in line with Government guidance and until circumstances dictate otherwise.  Unanimous

a)(iii) Cancellation of meetings

It was proposed, seconded and RESOLVED   To cancel all scheduled public meetings until further notice and until circumstances and Government guidance/Legislation dictates otherwise.  Unanimous

a)(iv)  Suspension of Standing Orders / Financial Regulations and Decision making

It was proposed, seconded and RESOLVED   That the Parish Council gives delegated authority to the Parish Clerk, in conjunction with the Chairman, Vice-Chairman/or the Chairman of the Property Committee (or other substitutions if required) to suspend any relevant Standing Order or Financial Regulation, deemed necessary, to enable decision making and actions to maintain business continuity and ongoing smooth running of the Parish Council, until circumstances and Government guidance/legislation dictate otherwise.  The Parish Clerk to compile and maintain a list of such suspensions, actions and reasons which will be presented for ratification at a future meeting.  Unanimous

a)(v)   Council Risks and Risk Register

The Clerk advised that the Council’s Risk Register assessment had been reviewed and updated to reflect the range of potential identified risks to the Council associated with Covid-19 including: potential loss of income due to cancelled hire bookings, impact on staff resources and availability.  The Clerk to monitor and update the Risk Register regularly as circumstances change.

b) To receive feedback following staff appraisals & Recommendations from Personnel and Standards Panel

It was proposed, seconded and RESOLVED To agree the recommendations of the Personnel & Standards Panel of 9 March 2020 to award staff annual increments within their salary scale and to arrange actions to deal with other staff related matters.  Unanimous

c)   To consider nominations received and agree the nominee for the Ray Sellars Community award.  This item was deferred.

d)   Provision of footpath update - Mulsanne Park to Stirlin Development (Commercially sensitive)

Council were advised that the additional quotation had not been received and this item was deferred.

17 MARCH 2020                                             AGENDA ITEM 5 (a)

List of Payments 01/2/20 – 29/2/20