Minutes 12 February 2019 - NPC

PRESENT:Councillors: J Evans (Chairman), J Siddall (Vice-Chairman) J Downs, M Leaning, Mrs J Clayton, D Newsam, Mrs A White, J Hill, G McNeill, R Porter, T Williams.
In attendance: Mrs D Locker (Parish Clerk), Cllr Mrs J Brockway (LCC) & 1 member of public. 
Councillors not present:  Councillor M Spencer
Commencing at 7.30pm
Public Forum
The Chairman announced that before opening the meeting, members of public in attendance had an opportunity to address the Parish Council, on any matter, during the 15 minute public session.  
County and District Councillor Reports
Councillor Mrs Brockway (LCC) confirmed:
  • LCC continue in discussions about future use of the ‘Linelands’ site, with Lace Housing;
  • Respondents to LCC consultation rated heritage fairly low for county priorities. However, LCC have a desire to promote heritage and opportunities to retain exhibitions at ‘The Collection’ and Usher Gallery including other use of the buildings to generate extra income;
  • Requests have been made to LCC to remove a grit bin on Larch Ave to another location;
  • Lincolnshire Young Voices, a group of young people with special educational needs are promoting their work at a launch event on 2 March 19, at the showroom. 
Written reports received from Cllr Mrs White and Cllr McNeill were circulated prior to commencement of the meeting.  Additionally, Council were advised:
  • WLDC have a Visitor Experience Officer;
  • The WLDC Planning Enforcement function is likely to be audited – late 2019/early 2020;
  • As part of the customer first approach WLDC are looking at ways to improve reception areas
  • Gainsborough Old Hall will be reverting to English Heritage in 2020;
  • Feedback is that election papers can be taken to the Guildhall on behalf of candidates;
Police Report
A report submitted by the Nettleham Neighbourhood Policing Team outlining the reported incidences from 04/01/19 – 28/01/19 was circulated. 
ACTION: Clerk to liaise with the Police regarding obstruction to highway around the Green and reports of anti-social behaviour, at Mulsanne Park.
013/19. To resolve to accept apologies and reasons for absence 
The Clerk advised that apologies and reasons for absence had been received from Councillor M Spencer. It was proposed, seconded and resolved:That the apologies for absence and reason be noted and accepted. Unanimous
014/19. Disclosure of pecuniary interests in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations
Declarations of a non-pecuniary interest were received from: Cllrs Evans 5(a), from Cllr Siddall for items 5(a), 9 (a), 9(b), 9(c) and from Cllr Williams in respect of item 9(a) on the agenda.
015/19. Notes of the Parish Council meeting held on 16 January 2019 to be approved as the minutes 
It was proposed, seconded and resolved: That the minutes of the meeting of the Council held on 16 January 2019 be approved as a correct record and be signed by the Chairman. Unanimous – by those in attendance at that meeting.
016/19.  Clerks report on matters outstanding (information only)
The Clerk updated the Parish Council on the following matters:
  • The Council’s accounts for 2017/18 had been signed off by the External Auditors on 30/1/19 and their report had been put on display on the noticeboards;
  • The Council had nominated Guy Hardcastle for his services to local sport, to WLDC for their Community Awards.
017/19.  Financial matters 
a) To Ratify Accounts Paid
It was proposed, seconded and resolved: That the Council duly ratify the payment of accounts (shown as Appendix 1). Unanimous
b) To consider the Income & Expenditure Report and Account Information
Councillors considered the contents of the Income and Expenditure report (shown as Appendix 2) and summary sheet setting out the monies held in the Council’s bank accounts as at the 31/01/19. The Chairman checked the account summary sheet against copies of the bank statements which were duly signed off as a true statement of monies held, in bank accounts.
018/19.  Planning matters
(a)  Applications
It was proposed, seconded and resolved: To approve the comments produced by the Planning Liaison committee for (a)(1) For: 10, Abstention: 1
1) Romangate Land at Nettleham Road - Taylor Lindsey Ltd - 138899.  Application to erect 2no. affordable houses (in order to balance the overall affordable housing numbers across the site as provided by permission 124283).
The Planning Liaison Committee has no objections to this application.
(b)  Appeals, Consents, Refusals and Withdrawals received
 i)   Appeals - none
(ii)  Consents/Approval of Reserved Matters 
1. Land West Off, Deepdale Enterprise Park, Deepdale Lane - Long Leys Trust  - 138905.  Request for confirmation of compliance with conditions 2 – 6 inclusive of planning permission 134036 granted 2 June 2016. 
2. 32 Deepdale Lane, - Mr & Mrs Ibbotson - 138807.  Application for non-material amendment to planning permission 138108 granted 13 September 2018 amendment to windows, doors and facias.  Application determined 07/01/19
3)  45, Willowfield Avenue - 138797. Prior approval to extend dwelling house 5m from rear wall of original dwelling house, 3.2m to height of eaves of enlarged part of dwelling house and 3.2m to highest point of enlarged part of dwelling house. Public consultation period underway.
iii)  Refusals – None – It was subsequently noted (by viewing WLDC website) after the papers had been circulated that the Planning Application for Nettleham House, East Street had been refused although the Parish Council had not been formally notified by WLDC.
(c) Tree Applications - None
(d) Update on outstanding planning matters - (information is available from the Clerk) 
i. Coop Signage – The Green
Clerk to contact WLDC to seek clarity about which signs have been agreed and to request confirmation about when the signage that was refused will be removed 
ii. 1 Ambrose Court (permission ref: 126801)
Council were advised that no feedback received from WLDC.  Clerk to follow up with WLDC to establish if planning permission required/submitted for change of front door & style.
iii. Footpath, Deepdale Lane  (planning Application 135567)
Council were advised that no response had been received from WLDC Enforcement Team about when the footpath will be constructed to the standard set out in the Planning Application
e)  To consider the Neighbourhood Planning Scoping Report Update 
The contents and recommendations set out in the Nettleham Neighbourhood Plan (NNP) Scoping group report were considered.  Following discussion it was proposed, seconded and resolved:To adopt the recommendation shown as Option 2 comprising a full review of all non-housing policies in the existing NNP to be undertaken in parallel with the Central Lincolnshire Local Plan review.  The Council at the November 2019 will establish a Task Group comprising up to 4 Councillors and 4 residents with a review start date by early/mid 2020. Unanimous
f)  To consider the Community Infrastructure Levy Guidance & Requirement to Complete the CIL Reporting Template & Income Monitoring return to WLDC
The contents were noted.
019/19. Council Matters 
a) To discuss the standing of water on the road around the Church area
Council were advised that LCC Highways had confirmed that flood reduction works were scheduled for completion, near to the junction of High Street and Church Street.  
ACTION: Clerk to request an update from LCC about timescale for completion of works.
b) To ratify the new Parish Council Grant Application form
It was proposed, seconded and resolved: That the Council duly ratify the new Grant Application form. Unanimous
c) To consider the Draft Volunteer Policy
There was agreement, in principle for this policy, which will be referred back to the Personnel & Standards Panel for consideration of re-wording of the volunteer complaints procedure.
d) To consider the Draft Facebook Protocol
It was proposed, seconded and resolved: That the Council duly ratify the Draft Facebook Protocol subject to amendment for two Councillors to be nominated as Administrators of the site, rather than 1. Unanimous
e) To consider the Draft Councillor Vacancies & Co-option Policy
It was proposed, seconded and resolved: That the Council adopt as Policy. Unanimous
f) To consider the Draft Health and Safety Policy
It was proposed, seconded and resolved: That the Council adopt as Policy. Unanimous
g) To consider the Draft Premises Lettings Policy
Draft policy to be brought back to a future meeting of NPC with updates and attachments. 
020/19. Property Committee Matters 
a) To consider the Draft Minutes of the Property Meeting held 22 January 2019
The contents of the minutes were noted.
b) To consider recommendations following consultation for the Bill Bailey play area extension proposals
Council were advised that the Play equipment Working Group met on 14 January 2019 to consider the feedback received during the consultation process, including the concerns expressed by some residents that attended the Parish Council meeting on 19 November 2019.  A range of alternative options were considered, including alternative sites, and these were presented to the Property Committee on 22 January 2019.  This Committee were supportive of Option B – with the new equipment still being placed at the top corner of the Bill Bailey site but with a reconfiguration to try and address neighbour’s concerns about potential noise and anti-social behaviour.  It was proposed, seconded and resolved: That the location for the play area extension be as proposed with the specific siting of the equipment to be finalised at a later time. Unanimous
c) To consider the recommendation for the Parish Council to resume grant aid applications and to contribute up to £20,000 to Bill Bailey proposals
During discussion, it was acknowledged that whilst the original recommendation from the Property Committee was for a £20,000 contribution, this is also considered an important project for the village.  Additionally, it was raised that the Council may need to match fund any external grant fund contributions, if successful in their application for funding.  
It was proposed, seconded and resolved: That the Council agree to make a contribution towards the ‘Bill Bailey’ play extension proposals up to a maximum of £30,000, from Earmarked Reserves. Unanimous
021/19. Correspondence received 
a) To consider a request to use Mulsanne Car Park for Twinning Exchange Parking
It was proposed, seconded and resolved: Permission is granted for use of the Mulsanne car park between 7th and 12th April 2019 by the Nettleham Twinning Association for parking. Unanimous
b) To consider a request to use the Village Green on 19 April 2019
It was proposed, seconded and resolved: Permission is granted for use of the Village Green on Good Friday, 19th April 2019 for the three Parish Churches. Unanimous
At 9.45 pm Councillor Williams left the meeting room.
c) To consider a request to use the Bishop Palace Site on Sunday, 8 June 2019 
It was proposed, seconded and resolved: Permission is granted for the Methodist Church to use an area of the Bishops Palace site, for a service on Sunday 9th June 2019. Unanimous
d) Initial invitation to enter the CPRE Lincolnshire Best Kept Village Competition (2019)
It was proposed, seconded and resolved: For the Council to enter the Best Kept Village 2019.Unanimous
e) To consider information about the Annual Environmental Awards Competition (2019)
No project was identified.
f) To discuss supporting the National Citizen Service scheme – during Summer 2019
It was proposed, seconded and resolved: The Council will not participate with the National Citizen scheme in 2019. Unanimous
022/19. Consultation 
  • To consider LCC consultation on Draft Statement of Community Involvement.  The content of the letter from LCC was noted.
023/19. Date of next meeting .  The next meeting date 19 March 19 at 7.30pm Small Hall, Old School was noted by Councillors
024/19.  Councillor reports/Future agenda items 
  • Village Hall Refurbishment (JS)
025/19. To resolve to exclude the public and press, in accordance with the Public Bodies(Admissions to meetings act 1960) to allow consideration to be given to any employment or commercially sensitive matters 
It was proposed, seconded and resolved: That the Council go into closed session to consider the following matters. Unanimous 
At 9.49 pm Councillor Mrs Brockway and the member of the public left the meeting room.
a) To consider a request for permission to site a memorial stone to mark cremated remains at an existing burial plot
At 9.52 pm.  It was proposed, seconded and resolved:To suspend Standing Orders and extend the meeting until 10.10pm to enable further discussion in respect of the confidential items. Unanimous
A report was circulated to Councillors, setting out the details and a range of options put forward for discussion. It was proposed, seconded and resolved: The Council would agree to the installation of a separate upright memorial to commemorate the ashes placed with the existing remains at the grave OR for removal of the existing upright memorial and for replacement with a new upright memorial with the additional details
For: 7; Against – 2 (Cllr Leaning requested he be named); Abstentions - 1
b) To acknowledge receipt of notice received from the Facilities Manager and agreement to advertise and recruit to the post
It was proposed, seconded and resolved: To advertise and recruit to the vacant post. Unanimous
The meeting closed at 10.07 PM