2024 Parish Council Minutes of meetings

SCOTTON PARISH COUNCIL
MINUTES OF THE MEETING OF SCOTTON PARISH COUNCIL HELD AT SCOTTON VILLAGE HALL NORTHORPE ROAD DN21 3RB
THURSDAY 7TH MARCH 2024 AT 6.30PM

Present: Councillors R. Walker - Chair, S. Walker, Dr. M. Johnson, H. Alexander, and Y. Huddleston

In attendance: Leticia Cooper - Clerk & RFO, Cllr. K. Carless, District Cllr. and two members of the public

Item 228/03/24 Chairman’s welcome
The chair welcomed everyone to the meeting.
Item 229/03/24 Public session
A member of the public spoke to voice concerns about a recent planning application near their home. The application raised was on the agenda for discussion later in the meeting. The chair proposed moving agenda item 17a to follow agenda item 6, to enable Council to discuss issues raised by the resident more promptly. All councillors were in agreement.
Item 230/03/24 To hear reports from County or District Councillors
Cllr. Carless made the following report: -

• There were plans to introduce a ‘Big Bin’ scheme to help residents dispose of bulky items which would normally require a skip.
• Plans for devolution were continuing.
• Cllr. Carless was working with the WLDC Enforcement Officer to prevent dog fouling at a key open space in Blyton to allow for safe use by the community. There was a brief discussion and Cllr. Carless offered to help the Council with its efforts to tackle the issue.

The Council thanked Cllr. Carless for her work.
Item 231/03/24 To hear apologies and receive reasons for absence
There were none.
Item 232/03/24 To receive any declarations of interest in accordance with the Localism Act 2011 and to consider any requests for dispensation
There were none.
Item 233/03/24 To receive and approve notes of meeting held 1st February 2024
The council voted upon and unanimously RESOLVED to accept the notes of 1st February 2024 as a correct record and signed as Minutes.

Agenda item 17a was discussed at this point but to avoid confusion in these minutes, the discussion is reported where it would have appeared on the agenda.

Item 234/03/24 Finance
a. Financial reports were noted.
b. The Council voted upon and unanimously RESOLVED to approve payments and expenses for March: -

• Clerk’s salary - March 2024
• Clerk’s mileage – March £19.80
• Printing - £5.49

Mr Williams, the grass contractor had not submitted an invoice for March and had not done any additional work.
Item 235/03/24 Preliminary budget – to review adjustments
The preliminary budget had been adjusted to reflect the increase of printing costs from HP Ink. The HP Ink monthly printing plan would increase by £1.00 from the previous £4.49 to £5.49 per month from February.
Cllr. R. Walker expressed strong concerns about the increase and conveyed apprehension that HP Ink were not accounting for usage properly. The clerk explained that the monthly plan was on a tariff basis and allowed the Council to print up to the ceiling of the tariff before further charges were incurred. The clerk suggested that if the current tariff were too expensive the Council could move to a cheaper tariff, in the interim.
Cllr. R. Walker did not accept this compromise and suggested that the direct debit to HP should be cancelled with immediate effect. All councillors were in favour of this action. Clerk to check cancellation terms with HP Ink and cancel direct debit payments, as soon as possible.
Item 236/03/24 Banking
Cllr. R. Walker and Dr. Johnson signed the TSB mandate variation form required by the bank to add a new signatory. Cllr. Huddleston was advised to ask the bank for a photocopy of the resubmitted form, as the bank appeared to have lost previous paperwork.
Item 237/03/24 Community Orchard
The area was still very wet, but all appeared well at the Orchard.
Item 238/03/24 To receive SID stats and consider any action
Stats continued to suggest there was an issue with speeding on Scotter Road.
Item 239/03/24 Allotment Matters
a. To hear details about the ‘Free trees’ scheme offered by the Woodland trust, including suggested planting locations/s, number of trees/bushes, and potential costs
Cllr. Alexander reported that the Woodland Trust could provide fifteen free saplings in September. There would be a mixture of oak and ash.
b. Any other allotment matters
There were none.
Item 240/03/24 To discuss landscaping proposals to the Pinfold and consider any actions
Following discussion, it was suggested that removal of a section of grass from the corner of the Pinfold would widen the turning space for vehicles, which might prevent further erosion of the verge. Cllr. Alexander suggested waiting until the area was dry before beginning any work. Cllr. Huddleston further suggested that levelling the area before committing to removal of turf would make the process easier, as it had become deeply rutted.
Cllr. Alexander had been to the site to plant flowers and donated primulas for the display. The Council thanked Cllr. Alexander for his work in maintaining the planters and for the donation of flowers.
Item 241/03/24 Emergency Planning Project
a. To consider all ideas of how vulnerable residents of the parish could be identified in the plan
Cllr. Dr. Johnson had circulated the latest updates of the plan to Council prior to the meeting. The main points of discussion were that: -

• A cascade process would be the most efficient form of rapid communication and Cllr. Johnson had created an emergency ‘WhatsApp’ group. The current Council mobile telephone was not a Smart phone and did not support apps. The number could not be included on the emergency app group.
• Council could create an emergency contact card for distribution to all residents of the parish. This was a partial answer to reaching vulnerable residents, however, Cllr. Johnson asked Council to further consider what more could be done.
• How could residents who lived away from the village centre at Laughton Common be contacted in an emergency?
• It was mentioned that car-sharing in Scotter was sometimes extended to Scotton residents and might be used in an emergency.
• The control centre could be situated at the ‘Three Horseshoes’ public house. ACTION: Cllr. Johnson to raise the idea with the publican.
• The phasing out of landlines could isolate the elderly, or any resident without access to the internet, in the event of an emergency there should be no assumption that all residents owned mobile phones. It was noted that charities sometimes provided mobile phones to vulnerable people. This could be investigated.
• Where would the ‘Emergency box’ be stored and how much it would cost to keep items in date or charged for emergencies. ACTION: Cllr. Dr. Johnson to consult with Steve Eason-Harris for itemisation of contents and running costs.

b. To consider how information will be held securely according to data protection regulations
Cllr. Johnson would speak to Steve Eason-Harris about how to create and maintain a dynamic, pro-active list that complied with data protection.
c. Emergency Planning Training – 16th April 2024 10am – 4pm at HQ Fire & Rescue, South Park, Lincoln.
Cllr. Johnson expressed an interest in attending. Any other Councillors interested in attending to let the clerk know.
Item 242/03/24 To discuss arrangements for the combined District & Parish Council Surgery and consider any actions
Cllr. Carless expressed an interest in offering a combined surgery in May but stated there was currently no funding to book village halls. The council suggested it could pay the hall fees. ACTION: Cllr. Carless to consult with Cllr. S. Walker and report back to the next meeting.
Item 243/03/24 To hear any reports from the Village Hall Management Committee (Cllr. S. Walker)

• Following the VHM meeting on 16th February, where the issue of the Yew tree in the play area was discussed, the committee had no plans to remove the tree.

Item 244/03/24 To review Planning Applications and agree any actions
a. Applications received for comment.

• 147921 Application for extensions and external alterations

3 Crapple Lane, Scotton DN21 3QT

Following discussion, it was voted upon and unanimously RESOLVED to object to the application. Cllr. R. Walker to draw up a letter summarising reasons for objection.

b. Applications for further discussion

• 145041 Application for change, the use of part of an arable field into a wildlife and private fishing pond

Land off Scotter Road DN21 3QU

To consider if the application had breached planning permission and consider any actions.
It was noted that the following infrastructure had been erected on site; fencing, a hut, and cameras. Following discussion, it was voted upon and unanimously RESOLVED to contact WLDC Planning Dept. to investigate if there had been a breach of planning permission.

Item 245/03/24 Parish Councillors Reports – Information Only
There were none.
Item 246/03/24 Date of next meeting
Thursday 4th April 2024 – 6.00pm Full Parish Meeting

The meeting closed at 7.43pm