May 2025
NETTLEHAM PARISH COUNCIL
DRAFT MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL
HELD AT THE SMALL HALL, THE OLD SCHOOL, NETTLEHAM
ON TUESDAY 20MAY2025, AT 7.30PM
Present Councillors: Cllr Mrs A. White (Chairman), CllrP. McNeill (Vice-Chair),
Cllr D. Newsam, Cllr A. Simpson, Cllr A. Crook, Cllr C. Johnson,
Also in attendance: Cllr J. Barrett & Cllr F. Brown of West Lindsey District Council, Lucy Waller (Parish Clerk),
Councillors not present: Cllr C. Payne & Cllr K. Swain
.
The public session commenced at 7.15pm
In addition to the previously circulated written report from the West Lindsey District Councillors, members noted an update of new signage to discourage littering from cars. Councillor Barrett informed those present that a recent community litter pick attended by himself and Councillor Brown had been well attended
There being no further matters for the public session the meeting commenced at 7.20pm
1. Election of Chairperson and to sign the Declaration of Acceptance of Office
It was RESOLVED to elect Councillor A. White as the Chair
Councillor White duly signed the Declaration of Acceptance of Office, which was witnessed by the Proper Officer.
2. Election of Vice Chairperson and to sign the Declaration of Acceptance of Office
It was Resolved to elect Councillor P. McNeill as the Vice –Chair
Councillor McNeill duly signed the Declaration of Acceptance of Office, which was witnessed by the Proper Officer.
3. To RESOLVE to receive apologies and accept reasons for absence received by the Clerk, prior to the meeting.
Apologies were received from Councillors Payne and Swain. It was RESOLVED to accept the reasons for absence. Members also noted apologies from Councillor J. Brockway of Lincolnshire County Council
4. To RECEIVE disclosure of interests in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations.
Cllr D Newsam highlighted that he was named on the payment list and that he had an interest as the submitter of the grant application for consideration at item 7e of this agenda.
5. To RESOLVE to approve the notes of the Parish Council’s Meeting held on 15/04/2025 as the minutes of the meeting.
It was RESOLVED to approve the notes of the Parish Council’s Meeting held on 15/04/2025 as the minutes of the meeting.
6. Clerk’s report.
Members noted the circulated report and the verbal update that no election had been requested in respect of the vacancy due to the resignation of J. McGuire.
7. Financial Matters
a). To NOTE AND RATIFY the pre-approved payments made since the last meeting and to RESOLVE to approve the schedule of accounts for payment.
It was RESOLVED to NOTE AND RATIFY the pre-approved payments made since the last meeting and to RESOLVE to approve the schedule of accounts for payment as shown in APPENDIX A of these minutes.
b). To NOTE the Full and Summary Income & Expenditure Reports as at 30.04.25.and the Council’s Bank Account & Earmarked Reserves balances at 30.04.25.
The Full and Summary Income & Expenditure Reports as at 30.04.25.and the Council’s Bank Account & Earmarked Reserves balances at 30.04.25. were noted
c). To NOTE Council expenditure incurred under s.137 Local Government Act 1972 – for 2024/25
Members noted the Council expenditure incurred under s.137 Local Government Act 1972 – for 2024/25 and that this hadn’t exceeded legal limits.
d). To RESOLVE to pre-approve regular automated payments (by electronic payment or Direct Debit) for the municipal year 2025 -2026.
It was resolved to pre-approve regular and automated payments for the municipal year 2025 -2026. As shown in APPENDIX B of these minutes.
e). To RESOLVE a response to a Grant Request of £495.60 for the Village Carnival
Councillor D. Newsam gave a brief introduction of this item and then left the meeting.
It was Resolved to award a grant of £495.60 for the Village Carnival (Expenditure under LGA1972 s.145)
Councillor D. Newsam rejoined the meeting.
Action point: RFO to arrange payment.
f). To consider a proposal for CIL expenditure of Approx £4280.00 for a storage container at Mulsanne Park and RESOLVE any action.
It was RESOLVED to approve CIL expenditure of approx. £4280.00 for a storage container at Mulsanne Park subject to confirmation of. that this is acceptable use of CIL funds from the West Lindsey District Council CIL officer.
Action Point: Clerk to seek confirmation regarding acceptable use of CIL funds.
8. Planning Matters
a). To RESOLVE a response to West Lindsey District council regarding the below planning applications:
WL/2025/00402.Planning application for the erection of 5no. dwellings. LAND SOUTH OF WRAGBY ROAD EAST NORTH GREETWELL LINCOLN LN2 4QZ
WL/2025/00427.Planning application to erect 2no. dwellings being variation of condition 2 of planning permission 146221 granted 31 March 2023 - amended site plan to show new location of the access. LAND NORTH OF WRAGBY ROAD EAST,NORTH GREETWELL LINCOLN LN2 4RA
It was RESOLVED to submit no objections /comments to either application
b). Any other planning matters, including any applications received after the agenda was published.
It was noted that a planning application received late on the day of the meeting requiring a response prior to the next meeting would be circulated for comment in accordance with the Planning Response Policy.
9. Annual Council Matters
a). Nominations & Appointments to Committees, Panels & local outside bodies
It was RESOLVED to make the appointments as set out in APPENDIX C of these minutes.
b). Review of delegation arrangements to Committees & staff
It was RESOLVED to reapprove the delegation arrangements as per the circulated report.
c). Review of the Council’s Risk Register
It was noted that the Risk Register had been reviewed by the RFO, and no changes were recommended. It was RESOLVED to readopt the Risk Register as circulated.
d). Review of the Council’s Assets Inventory including land, buildings and equipment
It was noted that the Asset Register had been reviewed and updated by the RFO and any changes since the last annual meeting were highlighted in red. A query was raised regarding a Speed Indicator Device that appeared to be missing from the Asset Register. It was RESOLVED to approve the Asset Register as circulated subject to the addition of the Speed Indicator Device.
Action point: RFO to add the Speed Indicator Device to the Asset Register
e). To RESOLVE the renewal of insurance cover for all insured risks from 1/6/24
It was RESOLVED to renew the insurance cover with Clear Councils at a cost of £5790.00. The Clerk was asked to investigate the extent of tool usage covered by the insurance for Councillors and Volunteers and if the cover could be increased to include power tools.
Action Point: Clerk to investigate the extent of tool usage covered by the insurance for Councillors and Volunteers and if the cover could be increased to include power tools.
f). Review of the Council’s and employees’ membership of other bodies and annual subscriptions.
It was RESOLVED to continue the membership of other bodies and annual subscriptions as per the circulated report.
g). To readopt the Council’s Standing Orders, Financial Regulations & other key policies
It was RESOLVED to adopt the changes to the Standing Orders and Financial Regulations as recommended by officers in the circulated report.
It was RESOLVED to readopt unchanged the below policies:
Capability Procedure, Data Breach Policy, Data Protection Policy, Dignity at Work/Bullying and
Harassment Policy, Disability Discrimination Policy, Disciplinary Policy, Equal Opportunities Policy, Grievance Procedure, Handling Freedom of Information Requests Policy, Lone Working Policy & Procedure, Media Policy ,Privacy Policy, Privacy Notice – general, Privacy Notice - Staff, Cllrs & Volunteers, Publication Scheme (Freedom of Information),Records Retention Policy, Complaints Policy & Procedure, Councillors Code of Conduct, Staff Recruitment Policy, Subject Access Request Procedure, Training & Development Policy, Vexatious and Habitual Requests
and Complaints Policy, Whistleblowing Policy, Home Working, CCTV Policy and Impact
It was noted that the new amended Health& Safety Policy was being checked by the advisor and adoption was deferred to a future meeting.
Action Point: Clerk& Staff to update policies accordingly and republish
h). To approve Terms of Reference - Parish Council Working Groups & Committees
It was RESOLVED to approve the Terms of Reference - Parish Council Working Groups & Committees unchanged.
i). To resolve the time and place of ordinary meetings of the Council and Property Committee up to and including the next annual meeting of the Council.
The time and place of ordinary meetings of the Council and Property Committee up to and including the next annual meeting of the Council were RESOLVED as shown in APPENDIX D of these minutes.
10. Working Groups (to RESOLVE any action in relation to the proposals of):
Nettsafe- integrated traffic plan
It was RESOLVED to submit the suggested integrated traffic plan to Lincolnshire County Council
BFRWG – Weil’s Disease signage (remove and replace with information on notice boards).
Members noted that the warning signage had been publicly criticised and that upon reflection the Working Group felt that an information poster on Council notice boards with greater information would be more appropriate than the signage without context.
It was RESOLVED to remove the Weil’s Disease signage and place information posters on the notice boards. (Cllrs White and McNeill abstained from the vote)
Action Point: BFRWG to produce appropriate posters
11. Urgent Property matters:
a). Riverdale no mow / reduced mow proposals – Resolve action
Members noted the feedback from public consultation received and RESOLVED to adopt the proposed management plan including no mow / reduced mow with the addition of a mown strip along the boundary adjacent to 10 Ashtree Avenue and the removal of any stipulation as to which contractor will or will not been used. (Cllr Newsam abstained from the vote).
Action Point: Cllr C Johnson to update the management plan accordingly.
b). To resolve to delegate to the Clerk in conjunction with the Chairs of Council and Property Committee to approve necessary expenditure to address tree works required at Mulsanne Park, including authority to exceed annual budget and utilise EMR for tree works, subject to obtaining 3 quotes.
In an amendment to the original item it was RESOLVED to delegate to the Clerk in conjunction with the Chairs of Council and Property Committee and Cllr C. Johnson to approve necessary expenditure to address tree works required at Mulsanne Park, including authority to exceed annual budget and utilise EMR for tree works, subject to obtaining 3 quotes.
Action Point: Clerk to seek quotes and query with RFO the amalgamation of all tree budgets to a single coding and an increase to budgets in future years.
12. Correspondence (to be noted or for response)
a. Request to place an additional memorial plaque on a bench.
It was RESOLVED to approve the request subject to the Clerk approving the final design.
b. Mobile catering trailer Mulsanne
It was RESOLVED to approve the request subject to receipt of all appropriate documentation and a site fee of £20 per visit.
c. Request for a Head Microphone at the old school
It was RESOLVED to approve the request with authorised expenditure up to £300 subject to further investigation of requirements and compatibility with existing systems. It was noted that if the use of the portable PA equipment was required this must be booked separately with the office.
Action Point: Cllr P. McNeill to liaise with requester to determine need and compatibility with existing systems.
Action Point: Clerk to respond to senders.
13. Items for inclusion on the next agenda /Date of Next Meeting of the Parish Council – This has been suggested for Tuesday 24th June 2025 at the Small Hall, Mill Hill, Nettleham
It was noted that the next meeting of Council would be Tuesday 24th June 2025, and the next Property Committee would be on the 10th June 2025.
Items for the next Property Committee highlighted were CIL expenditure on Outdoor Table Tennis equipment and a Sports Wall
14. Risk Management
No items highlighted.
15. To RESOLVE whether to exclude the public and press for the following item/s, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, due to the commercial or sensitive nature of business to be discussed.
It was RESOLVED to exclude the public and press for the following item/s, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, due to the commercial or sensitive nature of business to be discussed.
Members of the public left the meeting
16. Staffing matters (Exclusion of Public and Press recommended due to staff data)
· Receive the recommendations of the interview panel and resolve any action.
It was RESOLVED to adopt the confidential recommendation of the Interview Panel and make an offer of employment.
- To RESOLVE if any further action is required during the temporary staffing shortfall/ Recruitment.
It was RESOLVED to continue the temporary public opening hours of the Parish Office until further notice.
17. Contractor matter (Exclusion of Public and Press recommended due to commercially sensitive data)
Members noted the confidential report, and it was RESOLVED to adopt option A of the report and authorise the Clerk to incur expenditure of up to £1000.
The meeting closed at 9.07pm