December 1st 2022
SCOTTON PARISH COUNCIL
MINUTES OF THE MEETING HELD AT SCOTTON VILLAGE HALL NORTHORPE ROAD DN21 3RB
THURSDAY 1st DECEMBER 2022 AT 6.00PM
Present: Councillors R. Walker (Chairman), S. Walker, Dr. M Johnson, R. Littlewood
In attendance: Leticia Cooper (Clerk & RFO) and one member of the public.
Item 126/12/22 Chairman’s welcoming remarks
The chairman opened the meeting with the public forum. There were no reports from District or County Councillors.
Item 127/12/22 To receive apologies and reasons for absence
There were none.
Item 128/12/22 To receive any declarations of interest in accordance with the Localism Act 2011 and to consider any requests for dispensation
There were none.
a. All serving Councillors confirmed their ‘Register of Interests’ declarations were accurate and up to date.
Item 129/12/22 To receive and approve the notes of the meeting on 3rd November 2022
It was voted upon and unanimously RESOLVED to accept the notes of 3rd November 2022 as a correct record and signed as Minutes.
Item 130/12/22 Clerk’s Report
Thanks were extended to Mr A. Ramsay for storing grit supplied by West Lindsey last winter and checking the levels of grit in the bins and for agreeing to top them up as needed, until all supplies of stored grit were used.
Item 131/12/22 Finance
a. It was voted upon and unanimously RESOLVED to approve the following expenses for December:-
- Clerk’s salary for December
- Clerk’s mileage for meeting in November - £20.70
- HP Instant Ink, printing costs £2.99
- Grass cutting November - £160.00
b. The budget reports were received and noted. All invoices and bank statements were available for scrutiny.
Item 132/12/22 To receive written applications for the office of Parish Councillor and to co-opt a candidate to fill the existing vacancy
An application for co-option had been received and the applicant Mr Hadyn Alexander was invited to speak.
Following a brief discussion, it was voted upon and unanimously RESOLVED to co-opt to the vacant seat. Cllr. Alexander was welcomed to the Council and invited to join the Council table. A declaration of Acceptance of Office was duly signed.
Item 133/12/22 To review the co-option procedures policy and consider any changes
Prior to the meeting the Clerk circulated examples of best practice and a template policy from LALC (Lincolnshire Association of Local Councils). The Clerk described the current procedures for processing an application and explained the importance of ensuring an applicant was eligible to stand before co-opting to the Council.
Following discussion it was voted upon and unanimously RESOLVED to make the following changes to the Co-option procedures policy.
- To remove appendix A, requesting an applicant to provide information about themselves and reasons for applying.
- In the personal details section to remove the request to provide a telephone number, email address and only request their name and home address.
- To remove completely appendix C, the person specification listing the essential and desired attributes including experience, knowledge, skills, and ability.
- To partially adopt LALC’s ‘Eligibility to be a Councillor’ policy for eligibility and ineligibility, omitting what was appendix A and C in the co-option procedures policy.
Item 134/12/22 Village Amenities
a) Field allotments
Cockthorn Allotment Land
The clerk’s report was received and noted.
Prior to the meeting the clerk circulated the template Allotment Garden Tenancy Agreement recommended by NALC (National Association of Local Council, a template for issuing a grazing licence from the National Allotment Association and the draft Allotment Agreement put forward and amended by Cllr. R. Walker.
The clerk advised that the draft allotment agreement did not manage the Council’s risks for the following reasons: -
The farmed land, known as Cockthorn allotments could not be legally defined as an allotment garden, due to its size, as described in the Allotments Act 1922 s.22(1), it would be described as a Commercial Small Holding. The draft policy did not reflect the nature and use of Cockthorn allotment land and did not consider how any potential difficulties arising would be managed. The rules discussing termination of the agreement could be clearer and details of grazing stipulations or requirements were absent. Therefore, no policy framework would exist to manage pests or diseases of grazing animals.
Cllr. R. Walker suggested to the Council there could be considerable expense to employ a land agent to draw up the legal agreement. However, the Clerk indicated in the report and during the meeting that these costs could be recouped by the end of the proposed 5-year tenancy, even at current rental rates, and that Commercial Small Holding agreements, ‘Farm Business Tenancy’ were not subject to the rent control restrictions of allotment gardens.
As the draft agreement would be for a period of 5 years the clerk strongly recommended approaching a land agent to draft a Farm Business Tenancy, which would provide the Council with a legally worded document that adequately considered the Council’s risks. The Clerk also recommended consulting with the other allotment holder, farming land larger than an allotment garden as they should be given the same opportunity as the tenant on the Cockthorn allotment land.
Following discussion it was voted upon and unanimously RESOLVED to: -
- Approve the draft Allotment Agreement without amendment or to seek independent legal advice
- To offer a 5-year tenancy to the tenant of Cockthorn Strip
- To offer the tenant farming the other large parcel of allotment land an opportunity to enter a 5-year agreement with the same conditions passed.
The clerk was asked to forward the Allotment Agreement to tenants for consideration.
b. Community Orchard
Cllr. R. Walker was waiting for appropriate weather to winter wash the trees.
Item 135/12/22 To discuss the flooding on Beck Lane and consider any actions
There was a brief discussion about the condition of Beck Lane during the winter months and what could be done to improve the surface of the path to reduce flooding. The cost to drain the area were considered to be exorbitant and would require assistance from the County authority to properly address the issue. The path was a designated Public Right of Way, and the land was not owned by the Parish Council.
Item 136/12/22 To consider the tree on Westfield
There was a general discussion of the area, the attenuation pond and the management company employed to take care of the area. Cllr. R. Walker suggested contacting Severn Trent, as water from the attenuation pond appeared to flood into the nearby watercourse, additionally to write to the Management Company with the concerns discussed. Cllr. H. Alexander would go to the site and assess the trees for safety, as there were concerns about the stability of some of the trees.
It was voted upon and unanimously RESOLVED to write to the company managing the pond and green space on Westfield Estate. Cllr. R. Walker to write to company.
To be returned to the agenda for review.
Item 137/12/22 To hear any reports from the Village Hall Committee – Cllr. S. Walker
- General maintenance and redecoration were continuing
- Bookings were beginning to improve
- There had been difficulty installing a smart meter but further enquires were being made
Item 138/12/22 Planning
a. The planning applications were discussed, and the following actions recorded.
- 145788 – Land adjacent to 16 Westgate Scotton DN21 3QX
It was voted upon and unanimously RESOLVED to object to the application. - 145842 – Laughton Road Nursing Home Scotton Common DN21 3JF
There were no objections to this application. - 145854 – Land off Coffin Lane Scotton Common DN21 3JF
The application was noted and there were no objections.
Planning applications may be viewed on the West Lindsey District Council Planning portal at:-
Planning | West Lindsey District Council (west-lindsey.gov.uk)
b. To consider landscaping at the Eastgate new build development with regard to fencing and hedging and consider any actions
Following discussion it was agreed to keep the situation under review as the current landscaping and building did not appear to conform to planning permission granted.
Item 139/12/22 Parish Councillors’ Report – Information only
Cllr. H. Alexander raised the issue of noise from the Blyton race course, which could be heard in Scotton occasionally. The Clerk advised that it was possible to report excessive noise on-line to the Environmental Health Dept., at West Lindsey District Council, as a resident of Scotton. To be placed on the agenda at the next meeting of the Parish Council.
Item 140/12/22 Date of next meeting
5th January 2023 - 6pm
There being no further business the meeting ended at 7.05pm