2020 Parish Council Minutes of Meetings

Scotton Parish Council

Minutes Of The Meeting Of The Parish Council Held On Thursday 3rd September At 6pm In The Village Hall, Northorpe Road, Scotton DN21 3RB

Present: Councillors R. Walker (Chairman), R. Littlewood (Vice- chairman), P. Kulleseid, J. Robinson, A. Robinson and R. Ramsay
In attendance: L. Cooper (Parish Clerk & RFO) and one member of the public.

The meeting began at 6.02pm with the 15 minutes public forum.

The member of the public raised the issue of speeding both into and out of the village.  After a brief discussion it was agreed to contact the local PCSO unit in Gainsborough to request a speed detection van to visit the village.  The clerk would also raise the issue with Cllr.Perraton-Williams at Lincolnshire County Council. 

59/20   Welcome followed by a brief health & safety notice
The chairman welcomed everyone to the meeting and explained the health & safety procedures that should be followed for the duration of the meeting.

60/20   To receive apologies and reasons given
Apologies were received from Cllr. A. Ramsay.  It was RESOLVED to accept reason given.

61/20   Disclosure of interests in accordance with the Localism Act 2011 and to consider any requests for dispensations
There were none.

62/20   To receive any Police, County or District Councillor reports
There were none.

63/20   To receive and approve the notes of the Parish meeting on 2nd July 2020
It was Resolved that notes be approved as a correct record and signed as Minutes.

64/20   To approve Health & Safety Policy and Risk assessment 2020-21
It was Resolved to approve the Health & Safety and Risk Assessment policy 2020-21.

65/20   To discuss frequency of meetings for the remainder of 2020-21
It was Resolved to meet bi-monthly until the end of the year.

66/20   Finance
a) To approve July Reconciliation and note quarterly financial
It was Resolved to approve July’s reconciliation and it was duly signed.  The quarterly financial report was noted.
b) Accounts paid / for payment
A schedule of payments for approval were circulated before the meeting.  It was Resolved to approve the following payments:-

c) To approve grant award to the Village hall 2020-21
It was Resolved to approve the grant award to the Village Hall  for 2020-21.
d) To note bank deposit current account reconciliation for August and bank statements received
A copy of the monthly bank reconciliation and scanned copies of bank statements were circulated prior to the meeting.  These were noted.

67/20 To discuss preliminary budget 2020-21 with consideration of
a) Grant requests
It was noted that the grant paid to the village hall for 2019-20 and 2020-21 had remained the same but it was unclear what the funds would be used for.  There was a brief discussion about how grants had been awarded in the past and it was agreed that going forward, any groups applying for a grant should provide clear objectives.
b) Projects 
The Council discussed the costs involved for creating a new cemetery.  Initial research concluded that costs could be as high as £150,000.  The precept would have to increase significantly to finance this level of spending and the parish council did not have a statutory duty to provide another site once the cemetery at St. Genewys had reached capacity. 
c) Training
There were no comments.
d) Miscellaneous
The chairman indicated that funds had been placed in the reserve account should there be a contested election, therefore, it would be unnecessary to include this in next year’s budget.
The chairman asked the Clerk to forward the most recent pay awards for the Council’s consideration.

68/20 Update and discussion of Parish Allotments
a) Allotment rates for 2020-21
It was Resolved to keep the yearly rental rate unchanged.
b) Allotment tenants
It was noted that a tenant who had been given several warnings to clear general waste from their allotment site had not done so and it was evident that the site was not being used for agricultural purposes.  It was Resolved to send the tenant a ‘Notice to Quit’ and request waste be removed before vacating the site.  Action: Clerk to send Notice to Quit.
The chairman suggested that once the site was cleared, the area could be converted into a public amenity for the enjoyment of residents.  Ideas suggested were that trees could be planted, and a path created through the site.  It was noted that many organisations offered trees to communities at little to no cost.
Action: Cllr. R. Ramsay to research possibilities.
c) Any other concerns
There were none.

69/20 Tree matters
a) Jubilee Tree
Cllr. R. Ramsay advised that it would be best to wait until autumn before continuing with work to remove the Jubilee tree.  Quotes for the work were being obtained.
Action: Cllr. R. Ramsay to report back with quotes for removal work.
b) Any other tree or village environ issue
Cllr. R. Ramsay reported that after a little care and attention the yew trees had revived and were much improved.

Cllr. J. Robinson requested for the following to be formally noted in the minutes.  The Council would like to thank Cllr. A. Ramsay, Mr C. Lidgett, Mr A. Marris’, Mr L. Galloway, and Mr C. Williams for helping to keep the village clear and tidy.  The Council is grateful to all residents who voluntarily work to maintain the village.  Lastly, to Cllr. A. Robinson for helping with the eradication of the pervasive Himalayan Balsam around the river Eau.
Cllr. A. Robinson discussed water flow through the Beck and how this could affect the water table.  Expert advice may be needed to understand the best course of action to keep the Beck flowing efficiently and avoid flooding.
Action: Clerk to contact Environment Agency and Gainsborough & Scunthorpe Sewage board for advice.

70/20 Update on Speed Indicator Signs
Cllr. J. Robinson reported there were no updates as offices had closed during lockdown.

71/20 Scotton Neighbourhood Plan
a) To note end of grant report to Framework
The end of grant report was noted.
b) To discuss contacting ex-Steering Group for accounting records
It was generally agreed that the accounts inherited from the previous Council regarding the grants received for spending on the Neighbourhood Plan were not altogether clear.  It was Resolved to contact the disbanded Steering Group to request copies of their accounts to obtain clarification.
c) To accept Referendum version of Plan completed August 2020
It was Resolved to accept the Referendum version of the Plan.
d) To discuss the next steps in the process
The Referendum should have taken place earlier in the year but was postponed due to the pandemic.  West Lindsey District Council had rearranged a new provisional date for Spring 2021.  There was discussion about how the Plan could be publicised in the village.  Copies would be made available on the website and emailed to interested parties.  A paper copy could be left in the church and village hall or a public presentation arranged.The clerk had been in touch with a Neighbourhood Plan champion who could meet with the Council to answer questions and discuss the next steps.
It was Resolved to invite the Neighbourhood Plan champion to speak at a meeting.
Action: Clerk to contact NP Champion.
e) To monitor effectiveness of Plan with reference to planning applications approved by West Lindsey District Council
It was suggested that the plan did not appear to be very effective.  It would continue to be monitored.

72/20 Planning
a) Planning appeal: 141019 – Land Adjacent to Sal Don, 30 Crapple Lane, Scotton
 There was a brief discussion and it was Resolved to send a letter reiterating objections to the Secretary of State.
Action: Chairman to draft letter for circulation and approval of committee.  Clerk to forward onto West Lindsey District Council.

73/20 Website Accessibility
a) Retrospective approval to accept quotation to complete website
It was Resolved to give retrospective approval to accept the quotation for completion of the website.
b) General Update
Weblinks to the new website were circulated to Councillors prior to the meeting for all to view the new website.

74/20 Chairman’s report
Cllr. Walker advised that two new planning applications had been received subsequent to the meeting.  The clerk would circulate the applications for comment.
It was requested that for the next meeting, Councillors should consider the budget for next year, the value of Parish assets and any projects that could be considered.

75/20   Date of next meeting
It was proposed to meet early in the first or third week of November, depending on availability as Councillors would be taking part in Bonfire night celebrations on the 5th November.  Meeting subject to any restrictions.
Action: Clerk to contact Village Hall to check availability of dates.
 

The meeting ended at 7.15pm.