2023 Parish Council Minutes

SCOTTON PARISH COUNCIL

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

FRIDAY 14th APRIL 2023 AT 6.00PM

Present: Councillors R. Walker (Chairman), S. Walker, H. Alexander, and R. Littlewood

In attendance: Leticia Cooper (Clerk & RFO), 1 member of the public

Item 01/04/23 Chairman’s welcoming remarks
The member of public present commented on the application for modification of PROW 4/1 Beck Lane to East Ferry and enquired why ‘Coffin Lane’ did not appear to be named on official mapping. Full discussion was deferred as the issue was to be discussed later in the meeting.
[Cllr. R. Littlewood joined the meeting at 6.05pm.]
Item 02/04/23 To receive apologies and reasons for absence
There were none.
Item 03/04/23 To receive any declarations of interest in accordance with the Localism Act 2011 and to consider any requests for dispensation
There were none.
Item 04/04/23 To receive and approve the notes of the meeting on 14th April 2023
It was voted upon and unanimously RESOLVED to accept the notes of 14th April 2023 as a correct record and signed as Minutes.
Item 05/04/23 Finance
a. Monthly and overview budget reports received and noted. All invoices and bank statements were available for scrutiny It was voted upon and unanimously RESOLVED to approve the payments and expenses for April:-

• Clerk’s salary for April
• Clerk’s mileage for meeting in April incl. travel to noticeboards £22.05
• HP Instant Ink, printing costs April £12.49
• Annual LALC membership £175.97
• Grass cutting - March £160.00

 b. It was voted upon and unanimously RESOLVED to renew the following standing order and direct debit payments until May 2024:-

• Clerk’s salary – monthly (SO)
• HP Printing -  monthly (DD)
• Information Commissioner ICO certificate – Annual  (DD) £35.00
  Reduction of £5.00 on fee if paying by direct debit

c. Annual grant payments listed below were ratified:-

• Scotton Parochial Church Council (LGA 1972 s.137(4)(a) £900.00
• Scotton Village Hall (LGA 1972 s.133) £1,600.00

d. It was voted upon and unanimously RESOLVED to certify the Council as EXEMPT from a limited assurance review due to qualifying as a smaller authority with neither income nor expenditure exceeding £25,000. Certificate duly signed by Chairman and countersigned by Clerk.
e. To hear any updates about amendments to the banking mandate (Cllr. Dr. Johnson)
There were none.
Item 06/04/23 To consider and approve the following policies:-
It was voted upon and unanimously RESOLVED to approve the following policies following amendments noted:-

• Asset register 2022-23 – agreed subject to amendments; addition of Arnold Baker and removal of seat situated at Village Hall (it belonged to the Village Hall)
• Reserves Policy

Item 07/04/23 To consider funds left over from previous year and allocate to specific budgets, ring-fence for projects, or transfer to reserves account
Following discussion, it was voted upon and unanimously RESOLVED to allocate, and/or transfer remaining precept 2022-23 as detailed below:-
a. To allocate £218.45 to the annual expenditure budget 2023-24. Increasing total approved budget to £11,218.45.
b. To carry over VAT payment of £745.35 into the working balance for 2023-24.
    To transfer £2,000 to the reserves.  
The remaining balance to be ring-fenced for ongoing projects and allocated as the year progresses.
c. Installation of Commemorative planter at Pinfold to mark Coronation of HRH King Charles III:-
i. It was voted upon and unanimously RESOLVED to remove the deteriorating brick plinth but to try and preserve the stone, as much as possible. Costs and means of removal to be considered.
ii. The plaque could be fixed to the planter, near the Jubilee Tree following installation.
iii. Following discussion of costs and variety of planters available it was voted upon and unanimously RESOLVED:-
- to purchase a hard-wearing self-watering, stone trough planter. Cllr. Alexander volunteered to look after the planter once situated. The Council thanked Cllr. Alexander for offering to take responsibility for continued maintenance and watering.
- to allow Cllr. R. Walker to purchase seasonal bedding plants with council debit card.  Pin to be disclosed once planter has been purchased.
Cllrs. R. Walker and Alexander to take responsibility for choosing bedding plants.
Clerk to obtain permission from Highways to install planter on verge, prior to purchase.
d. The following items were discussed:-
- The Notice board near Westfield estate was wobbly and the middle section of the board came away from the surround, making it difficult to lock. Cllr. R. Walker to investigate and consider options. It was suggested that the notice board near Westfield could be removed entirely, and a new notice board placed nearer Scotton Common for residents furthest away from the village centre.
- The information board project deferred in the previous financial year could be financed in this financial year. To be placed on the next agenda for further discussion.
Item 08/04/24 Community Orchard
a. Cllr. R. Walker explained the advantages of using a non-chemical weed suppressant matting, with a covering of stones to keep plants down around the trees and bench area. It was voted upon and unanimously RESOLVED to allocate £200 for purchase of items.
b. The free tree schemes offered by the Woodland Trust were discussed in detail. It was voted upon and unanimously RESOLVED to apply for a mixed tree bundle of 15 native varieties, which could be planted at the Community Orchard. Cllr. R. Walker to lead.
c. It was voted upon and unanimously RESOLVED to purchase two additional crab apple trees to be planted at the Community Orchard. Cllr. H. Alexander to provide costs and lead.
d. Cllr. Alexander discussed various options which could be considered to retain water all year round in the naturally forming pond. Following discussion, it was proposed to investigate lining the natural pond, which filled during wet weather so that it retained water all year round. This could be used to irrigate the trees during hotter months. Cllr. Alexander to investigate size and costs of purchasing a liner. All councillors were encouraged to visit the site to view site of pond.
Item 09/04/23 To discuss flooding concerns in the village
a. Cllr. R. Walker briefly discussed the flooding on Crapple Lane and led a brief discussion.
b. The clerk had reported the issue on Fix my Street on the same day the resident had spoken to the Council. A works team had been sent out and that appeared to have resolved the immediate issue.
c. The Council discussed the possibility of obtaining equipment to flush drains to prevent future blockages. The clerk recommended checking if the Council could legally take on this type of responsibility before acting further.
Item 10/04/23 To discuss response from Highways concerning verge damage and deterioration of Monson Road, Northorpe to Scotton Village
The clerk reported the issue on Fix my street and emailed Cllr. Perraton-Williams. The response from Highways regarding the issue was circulated to councillors prior to the meeting. It acknowledged the validity of the issue raised but advised no work was currently planned due to budget restraints. Following discussion, Cllr. Alexander asked for delegated responsibility to liaise with Highways to pursue the matter further. It was voted upon and unanimously RESOLVED to allow Cllr. Alexander to lead on this.
Item 11/04/23 To hear any reports from the Village Hall Management Committee (Cllr. S. Walker)

• It was hoped to hold the annual fete this year on 24th June 2023 if enough volunteers were available.
• Planning permission had been obtained for new play equipment in the playground.

Item 12/04/23 To review planning applications and agree any actions
a. Decisions pending
- 146131 Scotton Village Hall Northorpe Road Scotton DN21 3RB
Decision approved by WLDC following publication of agenda. Noted earlier in the meeting.
b. Determined
-145788 Land adjacent to 16 Westgate Scotton DN21 3QX
Granted 31.03.23 Outline planning permission. The Council expressed disappointment that concerns raised to the Planning department did not appear to have been fully considered.
-  146007 Plot 2 Land south of Eastgate Scotton DN21 3QR
Granted with conditions 08.03.23
c. Modification order to public right of way Beck Lane to East Ferry Scotton 4/1
The clerk had forwarded the Council’s objections to the proposed changes and the response received from the case worker was forwarded prior to the meeting. It was asked why part of the lane, which was known as ‘Coffin Lane’ was not shown on the route. Clerk was asked to contact the Council to enquire.
Item 13/04/23 Parish Councillors reports
Cllr. R. Walker had been to the Guildhall to deliver the nomination papers.
Item 14/04/23 Date of next meeting
May 18th - 6pm start

There being no further business the meeting ended at 7.10pm