May 2024 Agenda
SCOTTON PARISH COUNCIL
Website: https://scotton.parish.lincolnshire.gov.uk
Tel: 07891 743191
Email: scottonparish@gmail.com
Councillors are hereby summoned to attend the Annual Meeting of Scotton Parish
Council to be held on Friday 3rd May 2024 at 6.00pm in the Village Hall, Northorpe
Road, Scotton DN21 3RB. The business to be dealt with at the meeting is listed in
the agenda. If you are unable to attend, please notify me of your apology.
Signature Leticia Cooper, Clerk to the Council
Date 26/04/24
PLEASE DO NOT ATTEND if you have a diagnosis of coronavirus and are self-isolating; have been
in contact with a confirmed case and test positive, if you are showing symptoms of a new cough, a
new onset of shortness of breath, or had a fever within the last 48 hours.
AGENDA
1. Appointment of Chair and vice chair, signing Declaration of Office prior to the start
of the meeting.
a. Appointment of Chair – to receive nominations for the appointment of Office as chair
and resolve to appoint to the position
b. Appointment of vice-chair – to receive nominations for the appointment of vice chair
and resolve to appoint to the position
c. To confirm that all Councillors ‘Register of Interest’ forms are up to date – any
councillors who have updated their forms should forward these to the clerk following the meeting.
2. Public Session (15 minutes)
3. To hear reports from County or District Councillors (15 minutes)
4. To receive apologies and resolve to accept reasons for absence
5. To receive any declarations of interest in accordance with the Localism Act 2011
and to consider any requests for dispensation
Disclosures may be made at any point in the meeting and a Councillor may leave the
meeting or be asked to leave if dispensation has not been granted or if would be deemed prejudicial to proceedings.
6. To receive and resolve to approve notes of the meeting held 4th April 2024
7. Councillors - To confirm the delegation of roles and / or responsibilities as listed and
resolve to accept or amend as appropriate
8. Finance
a. To note monthly budget and expenditure reports including any bank statements and
incoming funds.
b. To consider and approve payments and expenses
c. To confirm renewal of annual direct debit to the Information Commissioner of £35.00
d. To review the ‘on-line banking’ policy The policy reflects the current banking mandate and named signatories with debit cards. No
other amendments have been made.
9. Banking Mandate – information only
To confirm current banking mandate permissions and consider any updates or amendments.
Current signatories: Mr. R. Walker (holds debit card), Dr. M. Johnson, Mrs Y. Huddleston
and the clerk, Leticia Cooper (holds debit card)
Date: 26th April 2024
Signed: Leticia Cooper, Clerk to the Council
10. Parish Council Insurance Renewal 24th May 2024 - To discuss insurance renewal
quotes and resolve to appoint a provider.
11. Chairperson’s allowance - To discuss terms of use and consider any actions
12. To discuss the financial needs of Scotton Village Hall and consider how the Parish
Council could help.
Councillors are asked to familiarise themselves with legal notes 21 - Local Council’s Help for Village Halls and 28 - Basic Charity Law including the VH Constitution attached to this agenda.
To consider: -
Resident involvement in the decision
Does the Council wish to set aside funds from the reserves to offset a rise in the precept? An increased precept may make the council unable to declare themselves except at next year’s external audit if it has expenses or income above £25,000. This would result in an intermediary audit – which is a small additional cost but not exorbitant. The Council should request a detailed project proposal to ensure all financial needs and risks are considered.
Advice received from LALC
Who is currently the custodian trustees of the village hall? Is it a charitable trust?
The council has the power to contribute towards the maintenance of the village hall and this could be
done by raising the precept, obtaining a grant or loaning money, if the total cost of the project is more than £5/elector.
Of course, before you forge ahead the council should seriously consider consulting with the parishioners, given it is taxpayers money
With regard to reclaiming VAT, it is not always so straight forward, even if the council were the custodian trustees and I would recommend that advice is sought before a decision is made.” Partial response to questions raised by LALC - Current population figures for the parish indicate an approximate increase of £11.95 per elector for
financing a project of £6,000 - The Village Hall does not have a Custodian Trustee. - The constitution does not appear to have a clause allowing for this. This can be amended but would require legal advice and may need approval from the Charity Commission.
For further reading please follow the link below to the Charity Commission website
Charity overview, SCOTTON VILLAGE HALL - 504341, Register of Charities - The Charity
Commission
The VH constitution is attached to meeting papers. .
See clause 4 which discusses land use. There appears to be no specific clause to appoint a Custodian Trustee. Though it states one of the trustees should be from Scotton Parish Council and lists all other Village groups who should be represented.
It is not recognised by HMRC to receive Gift Aid. Could the village hall apply for Gift Aid to increase income streams?
Does the Village Hall have a separate governing document and / or has the constitution been amended to update Clause 4 or mention permission to appoint a Custodian Trustee?
The Council should be mindful of providing funds which follows the spirit of the working constitution. Registration does not immediately confer charitable status but assures the public it is being regulated.
Unable to ascertain if the VH has charitable status.
13. Community Orchard - To receive any general updates (Cllr. R. Walker)
14. Allotment matters
Re - election of Allotment Wardens 2024-25 – Andy Ramsay & Rob Ramsay
To confirm named residents wish to continue as allotment wardens and resolve to appoint for the coming year
15. To receive any updates about the Pinfold to include updates on landscaping if
applicable (Cllr. Alexander)
16. Emergency Planning project (Cllr. Dr. Johnson) - To hear any update
17. To receive a report from the chair of Village Hall Management Committee (Cllr. S.
Walker)
18. Planning Matters – Information only
• Application 147921extensions and external alterations
3 Crapple Lane, Scotton DN21 3QT
Objection to application sent.
Decision Pending
• Application 145041- Granted permission 27.06.22
Description: Planning application for change, the use of part of an arable field into a
wildlife and private fishing pond.
Location: Land off, Scotter Road, Scotton, Gainsborough, Lincolnshire, DN21 3QU
Planning Enforcement contacted to ask if application had breached planning
permission. Letter formulated by Council forwarded to Planning dept.
Planning Enforcement confirmed this is being investigated.
RECENT UPDATE:
‘Further to the recent report submitted in respect of the above land, I can confirm that our investigation into this matter is now complete.
The perimeter fencing around the land does not require planning permission due to this being less than 2 metres in height. The outbuilding on the land may be permitted development however an application for prior approval will need to be submitted for consideration by the Local Planning
Authority. If prior approval is not granted then an application for full planning permission will be required for the outbuilding.’
• Application 140545 – Plot 9, south of Eastgate Scotton DN21 3QR
Approval of reserved matters for the erection of 1no. dwelling and detached garage
with annex accommodation, considering appearance, landscaping, layout and scale – following outline permission 139520 granted 16.01.20
• Council contacted Planning Enforcement to report alleged breach of planning
permission.
Planning Enforcement confirmed it was under investigation following reports received
previously. No further updates received.
All planning applications may be viewed on the WLDC website at:-
Planning | West Lindsey District Council (west-lindsey.gov.uk)
Decisions reached on listed applications, following the issue of the agenda may be
discussed during the meeting.
19. Parish Councillors’ Reports – Information only
Councillors’ reports and items for inclusion on the next agenda. Councillors may use this opportunity to report
minor matters of information not included elsewhere on the agenda and to raise items for future agendas.
Decisions may not be made in this part of the meeting.
20. Date of next meeting
6th June 2024 - 6pm
Date: 26th April 2024