2024 Meetings

NORTH SCARLE PARISH COUNCIL

Minutes of a meeting held on 16 May 2024 at 7.30pm in North Scarle Village Hall

The Chairman welcomed everyone to the meeting at 7.30pm.

PRESENT

Cllr D Jennings                                                 Cllr S Walsh

Cllr K Coram                                                     Cllr R Pullen

Cllr W Tucker                                                    Cllr K Ward

Mrs H Broderick (Clerk)

1 parishioner attended.

704        APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN

It was proposed and resolved that Cllr Jennings would be our Chairman. Cllr S Walsh no longer wishes to act as Vice-Chairman and after discussion and in the absence of a volunteer it was resolved that no Vice-Chairman would be elected.  The Chairman and Clerk signed the Declaration of Acceptance of Office.

705        APOLOGIES

Cllr A Walsh.

706        TO RECEIVE ANY DECLARATIONS OF INTEREST

None.

707        MINUTES OF THE MEETING HELD ON 13 MARCH 2024

It was resolved to adopt the Minutes as a true record and they were signed by the Chairman.

708        FLOODING

The Chairman of FANS reported as follows:

EA have now told TVIDB they have given the contract to another party believed to be the River Stewardship Company and they have agreed to do 3 cuts a year.  FANS are pressing the EA for a date to keep the pressure on, to get it done in June. This will be reviewed again next year.

Spoken to residents on Bestthorpe Lane who have problem with their septic tank as land is sodden.  Still unclear as to who is responsible for it. As a one-off Highways have cleared the culvert under the road but is has collapsed and needs more work.  FANS have suggested that the residents speak to their solicitor to find out if it is riparian ownership but the culvert that goes up the lane will be cleared by the drainage board. 

The temporary bund created at the Bridge for 1, 3 and 5 Chapel Lane is on EA land and they have agreed it can stay there but there will be a meeting to discuss long term prospects for this as it is a solution for those bungalows but need to consider effect on other areas of the village.

EA carried out a modelling survey in 2019/20 on Mill Dam Dyke, results haven’t been published but EA have agreed to look for this and provide it to FANS.

FANS had a meeting with TVIDB to try to develop a relationship which was successful.  They confirmed they own the culvert under Church Lane which was another area of concern.  Culvert is clear but FANS have asked them to reinvestigate which TVIDB have agreed to do. 

They have also agreed to dredge the land on either side of Church Lane which is privately owned.  Also looked at holding large volumes of water before it gets to the village and TVIDB are keen to look at that at a later date.

FANS have had written confirmation that no work has been done on MDD since 2019, Trent Valley handed it back to EA in 2019 and EA have confirmed that no work was done from School Lane to Church Lane Bridge.  EA have confirmed that when work is done it will be from Clog Bridge Lane through the village to A1133.

Chairman reported that Church Lane feeder is not draining properly.  FANS will follow that up if Chairman provides information to them.

Chaiman asked about piling on School Lane. TVIDB have archived records of the piling.  Chairman requested that FANS let us have relevant information when they have it.  Cllr Walsh confirmed that much of the length of School Lane is piled but more concerned that silt will be cleared.  FANS said that once the vegetation is removed a check will be done to find out the amount of silt and decide on cleaning it out.

Chairman read an extract from Water Consortium newsletter which talked about lack of maintenance by the EA. Chairman to send the newsletter to FANS.

FANS had requested that PC pay for their meeting room expenses.  This was discussed, the Chairman proposed to do so and this was resolved under Section 133 of the Local Government Act 1972.

709        EMERGENCY PLAN

Cllr Tucker provided an update. Cllrs had been provided with the current draft version prior to the meeting.  Focus continues to be on flooding, but it will be extended. Next meeting is 30th May. The intension is to continue to update this version until the committee gets to a “final draft” stage. The PC will then discuss and suggest any amendments before they agree to adopt and publish the Plan. They have tried to align with Lincolnshire County Council’s template. He suggested a table top exercise may be useful to see if the Plan is fit for purpose.  EP committee has updated FANS and there has been communication with Girton.  NKDC Cllr Goldson expressed his congratulations to the EP committee and PC for setting up the Plan and requested that they are kept up to date with the final version.

710        PLANNING having already been circulated to Cllrs, were read aloud:

Applications - comments submitted to NKDC after collation of email responses due to timescale and in accordance with Standing Orders

24/0437/VARCON – application to vary condition 4 and condition 6 of planning permission 23/0356/FUL, including addition of dormers and material confirmation, Sueander Farm, Eagle Road.  No objections (5 in favour, 2 no reply).

24/0307/OUT – outline application for the erection of 1 dwelling with means of access to be considered, land to the rear of 11 South Scarle Lane.  No objections (5 in favour, 1 objection, 1 no reply) with comment that there are issues with the pumping station at certain times. 

Cllr Coram had received a query about who was responsible for maintenance of the road to the village hall.  The road is the property of NKDC (land registry document available) but is unadopted. She had emailed NKDC for confirmation but not had a reply.  Unadopted roads are usually the responsibility of properties that use it for access.  There are 2 properties with official access at the moment plus the village hall and playing field. Nothing in VH deeds to say they are responsible for the road.

NKDC have maintained it in the past. NKDC Cllr Goldson volunteered to look into this and the Clerk will provide details to him.

Decision Notices - for information only

23/1457/FUL – land at Home Farm, South Scarle Lane – application approved.

24/0068/VARCON – Home Farm rear of 43 South Scarle Lane – application approved.

24/0307/OUT – land to the year of 11 South Scarle Lane – application approved.

711        FINANCES

A schedule of payments made between 1 March 2024 and 30 April 2024 was circulated to the Parish Councillors ahead of the meeting.  Invoices paid were signed and countersigned.  One comment, Chairman is still trying to sort out the HR water costs but Water Plus are delaying progress.

Individual payments made in the period which exceeded £100:

712        2023/24 ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR), BALANCE SHEET, PROFIT AND LOSS ACCOUNT, BANK RECONCILIATION AND SCHEDULE OF MATERIAL VARIANCES

These had been circulated to the Councillors ahead of the meeting. There were no queries and the Parish Councillors resolved to agree:

AGAR Annual Governance Statement (page 4).  This was signed as appropriate.

AGAR Accounting Statements (page 5).  This was signed as appropriate.

Balance Sheet and Profit and Loss Account

Bank Reconciliation.

Schedule of Material Variances.

713        POLICY FOR THE CONTROL OF LEGIONELLA BACTERIA IN WATER SYSTEMS

This is relevant to the Heritage Room. It was discussed and Cllr Tucker proposed acceptance of the policy and this was resolved. A final version will be displayed in the Post Office/Heritage Room.

714        CONDITION OF THE ROAD VERGES

Cllr S Walsh is concerned about some of the grass verges especially on School Lane mainly caused by parked cars resulting in large puddles, exposed tree roots. A “drive around” has been arranged with LCC Highways (Chairman attending and Cllr Walsh will ask Cllr A Walsh to attend too) to view the state of the road in the village and the verges will be considered then.

PARISH COUNCIL LAND MAINTENANCE

Cemetery – Chairman commented that some graves have sunk due to wet weather, and a couple of graves have been built up by the grave digger making maintenance difficult. Also monumental masons are still leaving excess soil under hedges.  Chairman proposed that money is spent on clearing this away.  Cllr Walsh suggested some of the excess is used to fill in where the graves have sunk. Chairman proposed that in future when applications are made we should ask that excess soil is left in the rear left corner. No resolution was reached and spend was not agreed, but opinions were that the state of the area needs looking at before a decision is made. PC need to look at who’s graves are affected and decide on a course of action.

Jubilee Garden on Chapel Lane – Chairman commented that it is overgrown again.  It was noted that it gets very little use and after discussion it was proposed by Cllr Ward that tidying the area was not a good use of money considering its lack of use and this was resolved.

716        LCC REPORT

Cllr Briggs reported that he had helped a resident receive 100% of his flood resilience grant. Commented on stability of the dyke bank and asked if the new company have the necessary machinery.  Frustrated that agencies involved aren’t taking responsibility.  FANS confirmed that the new agency have an appropriate machine.

717        NKDC REPORT

Cllr Goldson congratulated LCC Cllr Briggs on his appointment as the Mayor of Lincoln. He expressed his frustration about the lack of real progress on the flooding issues and agencies not taking responsibility. Assured PC they are doing what they can behind the scenes. Let them know if they can help.

718        DATE OF NEXT MEETING.

It was resolved to provisionally agree the date of the next meeting as 10 July 2024 at 7.30pm.

Parishioner asked to make a comment.  They have noticed HGVs (a particular company) using Swinderby Road and suggested they are coming through the village all day, to/from Witham St Hughs, possibly to avoid having to go a longer route on the A46.  LCC Cllr Briggs will look into this and report back to the Parish Council.

719        CLOSED SESSION

It was resolved to move into closed session.

720        INSURANCE RENEWAL

Clerk had quotations for insurance renewal which had been forwarded to Councillors ahead of the meeting.  These were discussed and it was resolved to opt for Zurich again at a cost of £363.

721        COSTS FOR HERITAGE ROOM DOORS

Problems had been reported with the doors, mainly that they move depending on the weather.  DS Doors who fitted the doors have said they doors are working as they should but PC have seen photos which show daylight between the door and frame and DS Doors have added wadding to the mechanism. The PC hadn’t had any written correspondence from DS Doors suggesting that the doors weren’t suitable before they were fitted. DS Doors suggested it is a high use area but PC disagrees with that. DS Doors have quoted £5,480 to replace the doors if we agree the work before 30 May.  After discussion it was proposed that if we have the work done it would be a better idea to ask a different company to do the work, ask NKDC if they can help with an inspection, find out who to make a complaint to, look into getting an independent inspection, double check the details of the guarantee and if valid ask DS Doors to honour it, ask postmistress to send us 2022 correspondence with DS Doors.  Clerk to write to DS Doors, depending on the outcome of these actions and let postmistress know that the work will not be carried out without these further considerations. These proposals were resolved. 

The Chairman closed the meeting at 9.15pm.