May 3rd 2024 Minutes
SCOTTON PARISH COUNCIL
MINUTES OF THE MEETING OF SCOTTON PARISH COUNCIL HELD AT SCOTTON VILLAGE HALL NORTHORPE ROAD DN21 3RB
FRIDAY 3RD MAY 2024 AT 6.00PM
Present: Councillors R. Walker, 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 19/5/24 Appointment of Chair and vice chair, signing of the Declaration of Acceptance of Office prior to the start of the meeting
a. Appointment of chair
Cllr. R. Walker put himself forward for re-election. Cllr. Dr. Johnson proposed the
motion and Cllr. Alexander seconded it. Council voted and unanimously RESOLVED
to re-elect Cllr. R. Walker as chair. Cllr. R. Walker signed the acceptance of office
prior to the start of the meeting.
b. Appointment of vice chair
There were no nominations.
c. To confirm that all councillors ‘Register of Interest’ forms are up to date
There were no changes declared.
Item 20/5/24 Public session
The council received expressions of interest for co-option to Council. The clerk would
follow this up. There was discussion of parish finances.
Item 21/5/24 To hear reports from County or District Councillors
Cllr. Carless spoke of her involvement in the Environment & Sustainability group.
Information about free energy advice had been forwarded to the clerk, who had
shared it on social media. Posters would put on the notice boards. Plans to arrange
a Councillor’s surgery were progressing and details would be finalised with Cllr. S.
Walker.
Item 22/5/24 To hear apologies and accept reasons for absence
There were none.
Item 23/5/24 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 30.
The clerk advised that unless the Council awarded dispensation Cllr. S. Walker
should leave the meeting. The Council voted upon and unanimously RESOLVED to
award Cllr. S. Walker dispensation to remain in the meeting and hear discussion.
Cllr. R. Walker declared interest in item 30 as spouse to Cllr. S. Walker. Council
voted upon and unanimously RESOLVED to award dispensation to Cllr. R. Walker,
to continue to chair the meeting.
Item 24/5/24 To receive and approve notes of meeting held 4th April 2024
The council voted upon and unanimously RESOLVED to accept the notes of 4th April
2024 as a correct record and signed as minutes with the following amendment to
Item 13a to read: - Cllrs. S. & R. Walker offered to use their property as a ‘meeting’
house, the term ‘safe’ house was struck from the record and amended in print.
Item 25/5/24 Councillors – To confirm the delegation of roles and/or
responsibilities as listed and resolve to accept or amend as appropriate
A schedule of delegated responsibilities was circulated prior to the meeting. All
Councillors were willing to continue in delegated roles and responsibilities. Cllr. R.
Walker put himself forward as allotment warden.
The Council voted upon and unanimously RESOLVED to recognise delegated roles
and responsibilities for each councillor and to carry these forwards into the coming
year.
Item 26/5/24 Finance
a. The Council noted the financial budget and expenditure reports, including an up
to-date banking statement for all bank accounts.
b. To consider and approve payments and expenses: -
• Clerk’s salary - May 2024
• Clerk’s mileage – May £19.35
• Grass cutting April – Mr. C. Williams £180.00
• Postage – Reimbursement to clerk £1.55
Mr. Williams enquired if he could carry over unused hours in each month as the
amount of work in each month was variable. The Council voted upon and
unanimously RESOLVED to allow this if it remained within the agreed budget. Cllr.
R. Walker to speak to Mr. Williams to relay council’s decision.
c. To confirm renewal of annual direct debit to the Information Commissioner of
£35.00. The clerk advised that if the Council paid by direct debit a discount of £5.00
would be given. The Council voted upon and unanimously RESOLVED to renew
payment by direct debit.
d. The online banking policy had been updated following amendments to the banking
mandate. The council voted upon and unanimously RESOLVED to approve policy
amendments.
Item 27/5/24 Confirmation of banking mandate
Signatories to the account were Cllr. R. Walker, Cllr. Dr. Johnson, Cllr. Y.
Huddleston and the clerk. All signatories had access to internet banking. Cllr. R.
Walker and the clerk had telephone banking permission. Bank cards were issued to
Cllr. R. Walker and the clerk.
Item 28/5/24 Parish Council Insurance renewal 24th May 2024
The clerk had circulated quotes from Insurers prior to the meeting.
Cllr. Huddleston asked if the insurance would cover volunteers taking part in the
Emergency Plan, as it had been advised during Emergency Planning training in
April, that this was needed prior to the activation of the Emergency plan. Cllr. Dr.
Johnson would contact Steve Eason-Harris, co-ordinator of Emergency planning to
check this as it could affect the Council’s renewal premium.
Action: Cllr. Dr. Johnson to contact Steve Eason-Harris and let the clerk know if
additional insurance requirements were needed.
The council voted upon and unanimously RESOLVED to renew with Community
First, (policy underwritten by Zurich), with the proviso that if the annual renewal
quote was adjusted to include additional insurance needs, the Clerk would seek
approval from the Council before proceeding with the renewal.
Item 29/5/24 Chairperson’s allowance
The chair discussed the allowance and suggested it could be used to reward
residents in the village for Community spirit. The chair asked all Councillor’s to
consider two residents for the award, whose names would be put forward to receive
a voucher of not more than £25.00 each.
Item 30/5/24 To discuss the financial needs of Scotton Village Hall and
consider how the Parish Council could help
The council unanimously agreed that the Village Hall should submit a detailed and
robust grant application; including projected costs and quotes to enable the Council
to consider how best to raise the capital required to support the Village Hall. The
Council noted that the Village Hall were adding to infrastructure without considering
future maintenance and that improvements to the Village Hall, which had potential to
generate income, were secondary to recreational development. Further that the
Village Hall did not appear to consider maintenance costs of these additional
recreational facilities going forward, which had subsequently resulted in a lack of
available funding to replace equipment which was faulty or worn.
Clerk to research requirements for obtaining borrowing permission from the
Secretary of State.
Item 31/5/24 Community Orchard
Cllr. R. Walker had completed installing the membrane around the trees and
reported trees appeared to be coming into leaf, with the plum tree slightly slower
than the others but with signs of growth. Cllr. Alexander offered to strim around the
trees when the land was drier.
Item 32/5/24 Allotment matters
Re-election of Allotment wardens 2024-25
Mr. A. Ramsay and Mr. R. Ramsay had indicated they would like to continue as
volunteer allotment wardens. Cllr. R. Walker put himself forward as allotment
warden.
Item 33/5/24 To receive any updates about the Pinfold to include updates on
landscaping if applicable (Cllr. Alexander)
Cllr. Alexander had rounded out the corner of the pinfold and using left over compost
had filled in the ruts caused by vehicles, then finished by re-seeding the area with
grass seed. Cllr. Alexander would continue to monitor the area to see if this had
improved the situation and prevented any further erosion of the Pinfold. Seasonal
plants would be added to the planters later in the year.
Item 34/5/24 Emergency Planning Project
Cllr. Dr. Johnson had completed the draft Emergency Plan and submitted it to Steve
Eason-Harris. Cllr. R. Walker raised concerns about the costs of maintaining the
radios and equipment in the ‘Emergency box’ which would be given to the Council,
following completion of the Emergency Plan.
Action: Cllr. Dr. Johnson to contact Steve to ask about maintenance costs of
equipment.
Cllr. Dr. Johnson had been unable to attend the Emergency Training Day but Cllr. Y.
Huddleston had attended.
Item 35/5/24 To hear any reports from the Village Hall Management Committee
(Cllr. S. Walker)
• There was discussion about the financial difficulties which the Village Hall
Committee were facing and that at least £20,000 was needed to complete
work to the hall and recreation area.
Item 36/5/24 Planning matters
• Information only
Application 147921extensions and external alterations
3 Crapple Lane, Scotton DN21 3QT
Decision pending.
• Information only
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
Update from Planning Enforcement: -
The investigation into the matter had been completed. The perimeter fencing
around the land did not require planning permission due to it being less than
2m in height. The outbuilding on the land may be permitted development,
however, an application for prior approval would need to be submitted for
consideration by the Local Planning Authority. If prior approval was not
granted than an application for full planning permission would 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.
Further updates: -
The Council contacted Planning Enforcement to report the alleged breach of
planning permission. Planning Enforcement confirmed it was investigating
following other independent reports. No further information received at the
time of the meeting.
All planning applications are available on the WLDC website at: -
Planning | West Lindsey District Council (west-lindsey.gov.uk)
WLDC may reach a decision on listed applications following the issue of the agenda.
The council may subsequently discuss these decisions during the meeting.
Item 37 Parish Councillors Reports – Information Only - Cllr. Alexander had completed the ‘Traffic Management survey’ sent by
Lincolnshire County Council (LCC) on the Council’s behalf. - Cllr. R. Walker commented that there had been no notification of road closures in the village and requested the clerk follow this up with LCC. - Cllr. Dr. Johnson gave his apologies for the meeting in June.
Item 38/5/24 Date of next meeting
6th June 2024 at 6pm.
The meeting closed at 7.10pm