2023 Parish Council Minutes

SCOTTON PARISH COUNCIL

MINUTES OF THE MEETING HELD AT SCOTTON VILLAGE HALL NORTHORPE ROAD DN21 3RB

THURSDAY 5TH JANUARY 2023 AT 6.00PM

Present: Councillors R. Walker (Chairman), S. Walker, Dr. M Johnson, H. Alexander

In attendance: Leticia Cooper (Clerk & RFO)  

Item 140/01/23 Chairman’s welcoming remarks
The chairman opened the meeting and as there were no members of the public present or representations for co-option the chairman continued onto the next item on the agenda. There were no reports from District or County Councillors.

Item 141/01/23 To receive apologies and reasons for absence
Apologies and reason for absence were received from Cllr. R. Littlewood.

Item 142/01/23 To receive any declarations of interest in accordance with the Localism Act 2011 and to consider any requests for dispensation
Cllr. S. Walker declared an interest in item 148/01/23 (b) – grant application for Scotton Village Hall. It was voted upon and unanimously RESOLVED to approve the dispensation to allow Cllr. S. Walker to remain in the meeting to hear the discussion but not to speak or vote on the motion.

Item 143/01/23 To receive and approve the notes of the meeting on 1st December 2022
It was voted upon and unanimously RESOLVED to accept the notes of 1st December 2022 as a correct record and signed as Minutes.

Item 144/01/23 Finance
a. It was voted upon and unanimously RESOLVED to approve the following expenses for January:-

• Clerk’s salary for January
• Clerk’s mileage for meeting in November - £20.25
• HP Instant Ink, printing costs £7.99
• Village Hall Hire fees Jan-Dec 2022 - £120.00

b. The budget reports were received and noted. All invoices and bank statements were available for scrutiny.

Item 145/01/23 To note amendment to the preliminary budget for 2023-24
The hire fees for the village hall would increase from £10 per meeting to a flat rate of £13.00 per meeting from April 2023. The budget for hall fees had been increased from £150.00 to £160.00 to cover the small increase. It was voted upon and unanimously RESOLVED to accept the amendment to the budget.

Item 146/01/23 To approve and sign the final precept demand for 2023-24
Following a brief discussion it was voted upon and unanimously RESOLVED to request £11,000. The request form was duly signed by the chairman, two Councillors and the Clerk.

Item 147/01/23 To approve amendments to the banking mandate
a. It was voted upon and unanimously RESOLVED to remove Alan Robinson from the mandate.
b. It was voted upon and unanimously RESOLVED to add Cllr. Dr. M. Johnson to the mandate as a full signatory with internet signatory privileges.

Item 148/01/23To receive grant applications and consider any actions
Grant applications were received from Scotton Parochial Church Council, (SPCC) for £900.00 and Scotton Village Hall Committee, (SVH) for £2,500.00.
It was voted upon and unanimously RESOLVED to:-
a. Award SPCC the full amount for maintenance of the churchyard.
b. Award remaining funds in the grants budget of £1,600.00 to SVH.
Clerk to contact applicants with details of payments.

Item 149/01/23 Village Amenities
a. Field allotments: Cockthorn Allotment Land
The allotment holder raised no objection to the revised allotment rules. However, it was asked to be noted that “control of the track from Coffin Lane/Beck Lane to Cockthorn Farm” was not under the jurisdiction of the Council but was classed in their deeds as an “Occupation Lane,” allowing permissive access to the allotments for wardens and allotment holders. In 5.5 of the allotment rules, it states:-
“No barriers of any kind are to be placed on pathways to the allotments.”
This could not apply to ‘Occupation Lane” but wished to assure the Council that access would not be impeded or blocked.
The Council requested the clerk to write to the allotment holder thanking them for their comments and asking to be kept updated on any Stewardship schemes they may be entering, as this would be of interest to residents.
b. Any other allotment matters
It was noted that the allotment holder on the smaller plot of allotment land could be offered a 5-year agreement as other allotment holders had been given the opportunity. Clerk to contact the allotment holder to enquire if this would be of interest.
c. Update on the Community Orchard
Cllr. R. Walker reported that supporters of the orchard had planted bulbs behind the bench in the orchard and suggested that in the next financial year residents should be asked how they would like the orchard to develop further.

Item 150/01/23 To review and resolve to accept the following policies
Following discussion it was voted upon and unanimously RESOLVED to accept the policies below:-
 

• Amended Co-option policy
• Updated On-line banking policy
• Standing Orders

The Council deferred a decision on the policies below until May 2023.

• Civility and Respect Pledge
• Civility and Respect Dignity at work
• Grievance policy
• Updated Operation London Bridge

The clerk explained to the Council that the Grievance policy was a mandatory employment policy and would need to be adopted eventually.

Item 151/01/23 Westfield Green Area and Attenuation Pond
Cllr. R. Walker had been in contact with the company managing the green area and pond to alert them to the unsafe condition of the surrounding trees. A response had been received and circulated to the Council prior to the meeting acknowledging that work was needed. Cllr. H. Alexander had been to the site and reported that trees appeared unsafe, and some were close to existing housing. Mr. R. Ramsay, honorary tree advisor to the Council had also visited the site and concurred with the assessment. It was also noted that heavy rains had not caused the attenuation pond to flood, and it was suspected that water from the pond was finding a way into the sewerage system or into other water channels. Cllr. R. Walker stated that the point of the attenuation pond was to prevent water from burdening water courses and existing sewerage infrastructure. Cllr. H. Alexander explained it would be possible to track water seepage, but permission would be needed from the company to act on this. It was agreed to continue to monitor the situation.

Item 152/01/23 To agree amended meeting dates for 2023
It was voted upon and unanimously RESOLVED to accept the current dates and not to amend the meeting date in May. However, the clerk noted that it might be necessary to move the meeting to the week following due to the May elections, as the agenda could not be issued until the newly elected Council took office. The clerk to keep the Council advised.

Item 153/01/23 To discuss the Speed Watch Initiative
Deferred until May 2023.

Item 154/01/23 To review the latest statistics from the SID and consider any actions
The stats were reviewed. Following discussion, the clerk was requested to ask the volunteers to move the SID sign to Kirton Road, then Laughton Road and the High Street.

Item 155/01/23 To discuss noise levels from Blyton Race Course
Cllr. H. Alexander raised the issue of noise levels from Blyton Race course and a general discussion followed. The council concurred that on certain days and times the noise levels were intrusive, in certain areas of the village. It was voted upon and unanimously RESOLVED to report the issue to West Lindsey District Council, (WLDC). The clerk was asked to write to WLDC.

Item 156/01/23 To hear any reports from the Village Hall Management Committee (Cllr. S. Walker)

• Hire rates would be increasing from April 2023 and preferential rates had been removed to standardise hire rates for all users.
• New Zumba classes had booked the hall increasing the usage of the hall

Item 157/01/23 To review planning applications and agree any actions
a. Decisions pending

• 145788 – Land adjacent to 16 Westgate Scotton DN21 3QX

b. Determined

• 145842 – Laughton Road Nursing Home Scotton Common DN21 3JF
  APPROVED 22/12/22 Time limit plus conditions.
• 145854 – Land off Coffin Lane Scotton Common DN21 3JF
  APPROVED 21/12/22

Planning applications may be viewed on the West Lindsey District Council Planning portal at:-
Planning | West Lindsey District Council (west-lindsey.gov.uk)

Item 158/01/23 Parish Councillors’ Report – Information only
Cllr. R. Walker observed that digging had begun to create the new pond on Land off Scotter Road, (planning application 145041) and that a fence had been put up.

Item 159/01/23 Date of next meeting
2nd February 2023 - 6pm
 

There being no further business the meeting ended at 7.03pm