May 2021
Minutes of the Annual Parish Council meeting and May monthly meeting of Scotter Parish Council held on 17th May 2021 in Eau Community Centre.
Parish Councillors Present: Cllr John Harper, Cllr Bali Kaila, Cllr Margaret Armstrong, Cllr Paul Wood, Cllr Paul Boulton, Cllr Rachel Hunter, Cllr Kevin Watson, Cllr Alex Johns, Cllr David Ward,
County & District Cllrs Present: District Cllr Lesley Rollins, District Cllr Mandy Snee
In attendance: Kyela Mathieson – Clerk, 8 members of public
Public Participation
Cllr Harper opened the Annual parish council meeting at 7.00pm
2105/01 Election of the Chairperson for the year commencing May 2021
Cllr Jon Harper
Proposed Cllr Watson, 2nd Cllr Wood – All agreed
2105/02 Election of the Vice Chair for the year commencing May 2021
Cllr Margaret Armstrong
Proposed Cllr Wood, 2nd Cllr Kaila – All agreed
2105/03 Acceptance Of Apologies for Absence
Schedule 12 of the Local Government Act 1972 requires a record to be kept of the members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Parish Clerk as it is usual for the grounds upon which apologies are tendered also to be recorded. Under Section 85(1) of the Local Government Act1972, members present must decide whether the reason(s) for a member's absence are accepted.
Apologies received from
Cllr Wotherspoon – Accepted
District Cllr Liz Clews – Accepted
County Cllr Clio Perraton-Williams - Accepted
2105/04 Dispensations Council is asked to discuss any written dispensation the clerk may have received from councillors
None received
2105/05 Declarations of interest Members to declare any interest they may have in agenda items that accord with the requirements of the relevant authorities. (Disclosable Pecuniary Interests) Regulation 2012 (SI 2012/1464) (NB this does not preclude any later declarations)
None received
2105/06 Appointments to Parish Council
Following discussion the following councillors were appointed to the following groups
a) Flooding Working Group – Cllr Wood, Cllr Kaila, Cllr Boulton, Cllr Wotherspoon, Cllr Johns, Cllr Harper
b) Planning Committee – Cllr Wotherspoon, Cllr Boulton, Cllr Harper, Cllr Watson, Cllr Ward
c) Community Emergency and Emergency Plan Working Group – Brian Gilchrist, Cllr Harper, Cllr Armstrong
d) Play Area Inspections – Village Person & Clerk
e) Parson Field Inspection – Cllr Wood, Cllr Hunter
f) Speed Watch Working Group – Brian Gilchrist, Cllr Ward, Cllr Boulton
2105/07 Appointments to Outside Bodies
Following discussion the following councillors were appointed to the following groups
a) Village Hall – Cllr Kaila
b) Scotter War Memorial & Playing Fields Committee – Cllr Johns
c) Scotter Forward – Cllr Ward
d) Eau Centre – Cllr Harper
e) Sporting Groups – Cllr Johns
f) Neighbourhood Watch – Cllr Hunter
2105/08 Annual Financial Review
As Standing Orders and Financial Regulation have been reviewed in the last 3 months they will be considered current and not requiring a review.
a) Review Asset register - agreed
b) Agree pre-approved payments list - agreed, approved and signed by chair
c) Confirm approved cheque signatories – Clerk confirmed the 3 current cheque signatories and cheque require 2 out of 3 signatures
2105/09 To approve meeting dates for the forthcoming year
Stay as 3rd Monday of the month at 7pm
Cllr Johns to look into equipment for hybrid meetings
Meeting Closed 7.35 pm
May Monthly Meeting Agenda
Public Question Time
This section is not part of the formal meeting of the council and minutes will not be produced.
Public Bodies (admissions to meetings) Act 1960 s 1 extended by the LG Act 972 s 100
8 public
Resident spoke about planning application 142767
Meeting Opened – 7.39pm
2105/10 Acceptance Of Apologies for Absence
Schedule 12 of the Local Government Act 1972 requires a record to be kept of the members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Parish Clerk as it is usual for the grounds upon which apologies are tendered also to be recorded. Under Section 85(1) of the Local Government Act1972, members present must decide whether the reason(s) for a member's absence are accepted.
Apologies received from
Cllr Wotherspoon – Accepted
District Cllr Liz Clews – Accepted
County Cllr Clio Perraton-Williams – Accepted
2105/11 Dispensations Council is asked to discuss any written dispensation the clerk may have received from councillors
None received
2105/12 Declarations of interest Members to declare any interest they may have in agenda items that accord with the requirements of the relevant authorities. (Disclosable Pecuniary Interests) Regulation 2012 (SI 2012/1464) (NB this does not preclude any later declarations)
None received
2105/13 To Approve of Full Parish Council Meeting minutes held on 19th April 2021
Approve
Proposed Cllr Harper, 2nd Cllr Kaila – All agreed
2105/14 District & County Councillors Report
Email received from County Cllr Perraton-Williams read out.
Cllr Rollings commended the parish council for the worth they have done over the last 12 months. All of the district councillors want to support the village and all the community and sporting groups. She has recently been making flooding her priority and will continue to do so. They have made progress and West Lindsey District Council and Scunthorpe & Gainsborough Water Management Board are now on board, these bodies are able to be more reactive than the EA and the hope is that the river can be down graded and managed by these bodies instead of the EA. It’s a difficult process and will take time but the flooding issue is affecting the economy of Scotter and needs prioritising.
Both District Councillors reiterated there intention to support Scotter, The sporting clubs lack support from WLDC, if they can help bridge the gap please get in touch with them for support and they would be happy to attend any community group meetings.
2105/15 Chairs report
Chair thanked District Cllr Rollings and District Cllr Snee for their support over the last year.
Chair invited Brian Gilchrist to give an update on speed watch.
Brian confirmed there are only 4 or 5 sites left to go with the SID sign and then the whole village will have been covered. Brain welcome Cllr Ward’s help, with analysing the statistics. 8 volunteers are confirmed for training all the equipment is ready and he is hoping to have all the training complete by 1st week in June. All the mobile sites have been approved.
2105/16 Clerks report
Clerk advised she has completed cemetery training and planning training from WLDC. The internal Audit has been completed and AGAR prepared.
2105/17 To Receive Planning for Noting
a) Planning Application 142582 – Land rear of The Rookery, 5no new bungalows
Decision - Planning refused
West Lindsey Planning Application 142582 - Decision
Noted
2105/18 To Receive Planning for Consideration and Comment
All the below planning were discussed and the following decisions recorded
a) Planning Application 142786 – 4 Bellbutts View, Scotter, DN21 3UX
Erect building at rear for storage of vehicle
West Lindsey New Planning Application - 142786
Parish council to submit - No Comment
b) Planning Application 142845 - 8 Riverside, Scotter, DN21 3UG
Demolish existing garage and erect new with area above for storage
West Lindsey New Planning Application - 142845
Parish Council to submit - Requirement for 1st Floor Windows to be opaque.
c) Planning Application 142833 – 7 Lindholme, Scotter, DN21 3UR
First floor extension including balcony and other alterations and erect summer house
West Lindsey New Planning Application - 142833
Parish Council to submit - No Comment
d) Planning Application 142762 – Land rear 53 & 55 Gainsborough Road, Scotter, DN21 3RU
Proposed new access
West Lindsey New Planning Application - 142762
Parish Council were unable to access the application in the meeting due to wifi issues. As many councillors had questions regarding boundries and acess for large vehicles it was agreed to meet at South Cliffe Road on Tuesday and submit a response following the meeting.
e) Planning Application 142773 – 2 Edgar Close, Scotter, DN21 3HD
Remove conservatory and erect single storey extention
West Lindsey New Planning Application - 142773
Councillors asked to send comment through to the clerk when they have internet acess. If no comments are recevied no comment will be submitted.
f) Planning Application 142948 – 5 Colins Walk, Scotter, DN21 3SR
Erect rear conservatory and raised terrace
West Lindsey New Planning Application - 142948
Parish Council to submit - No Comment
g) Reserved Matters Application 142961 – Land Adj to 15 Gainsborough Road, Scotter, DN21 3RL
reserved matters to erect 1no. dwelling, considering access, appearance, landscaping, layout and scale, following outline permission 138286 granted 17 October 2018.
West Lindsey Reserved Matters Application - 142961
Parish Council to submit - No comment, Parish Council Planning committee to review
2105/19 To discuss future plans for Parson’s Field and consider the options of renewing the lease and/or making a purchase bid.
A discussion took place considering the option of not renewing the lease or buying, renewing the lease or putting in a bid to buy.
Put in a bid for the purchase the land for £1000
Proposed Cllr Johns, 2nd Cllr Boulton – All agreed
2105/20 To Receive Correspondence for Noting and/or Action
a) Letter from Hetts Solicitors, New lease agreement with Northern Power Grid, sub station site at Scotter Cemetery received which requires signing by the chair and clerk with an independent witness. This has already been actioned and returned.
Noted
b) HMRC Valuation Office – Request for information – Scotter Cemetery
Form to complete and return with in 56 days of receipt.
Clerk to action
c) Email regarding Lincolnshire Environment Awards – previously circulated to council for information purposes.
Noted
d) Email form Beverley Oliver regarding anti-social behaviour during forest school in Parson Field – previously circulated to council for information purposes.
Clerk to contact the PCSO to open communications regarding the anti social behaviour in Parson’s Field
Proposed Cllr Harper, 2nd Cllr Ward
e) Email from Scotter Primary School regarding overhanging trees in Parson’s Field
Clerk to contact school and advise ok to trim the trees
Proposed Cllr Wood, 2nd Cllr Harper
f) Email from Richard Gravestock requesting purchase of land at the The Rookery
No parish council land to be sold.
Proposed Cllr Johns, 2nd Cllr Boulton - All agreed
g) Request from Jane Huddleston to provide a bench at Riverside.
Clerk to ask for the resident to source a bench first and liaise with the clerk.
2105/21 To receive an update on flooding matters
Cllr Wood advised still battling on and hoping to pursue the avenue of working together with WLDC and Scunthorpe and Gainsborough Water Management Board. As riparian owners of Riverside and Lindholme is there anything the Parish Council can action?
Parish Council to get costings for works to be carried out on Riverside
Proposed Cllr Harper, 2nd Cllr Wood – All agreed
2105/22 To open sealed bids for the rental of Constable Land and approve the successful bid.
5 bids received. All bid amounts were read out, the highest bid was considered and read in full.
Proceed with the highest bid on the condition that agreement can be reached about the proposed temporary structure.
Proposed Cllr Wood, 2nd Cllr Boulton – All agreed
2105/23 a) To review and approve the Annual Internal Audit Report for 2020/21
End of year accounts reviewed and approved, Audit reviewed and approved, Payment to Internal Auditor Brian Brooks approved.
Proposed Cllr Harper, 2nd Cllr Wood – All agreed
b) To complete and sign Section 1 of the Annual Governance Statement
Section 1 read out and council’s answers recorded. Signed by Chair in presence of full council
d) To review, agree and sign Section 2 of the Annual Governance Statement
Section 2 reviewed and agreed. Signed by Chair in presence of full council
2105/24 Finance update and payments
a.) To confirm Receipts and payments up to 30/04/2021
Receipts Date Amount
Allotment Fee 16/04/2021 Various £70.00
Allotment Fee 20/04/2021 Various £80.00
Allotment Fee 20/04/2021 Barsby £20.00
Allotment Fee 20/04/2021 Lywood £10.00
C Bradley & Sons 22/04/2021 Traviss £350.00
Samuel Jacobs Mem 22/04/2021 Fillingham & Colleran £160.00
Allotment Fee 27/04/2021 Evans £10.00
Allotment Fee 28/04/2021 Hinch £10.00
Total Income £710.00
Payments Date Amount
G Worth 21/04/2021 £760.34
HMRC 22/04/2021 £228.32
Helping Hand 22/04/2021 £956.00
Scun Water Man Board 22/04/2021 £6.82
LALC 22/04/2021 £783.40
HMRC 22/04/2021 £252.32
Scotter Bowls Club 22/04/2021 £1,000.00
Giff Gaff 27/04/2021 £10.00
Scotter Pre School 28/04/2021 £570.00
Eau Community Centre 28/04/2021 £1,000.00
K Mathieson 29/04/2021 £1,244.12
Total Expenditure £6,811.32
b.) Confirm Bank Balance and bank reconciliation to the bank statements seen by council
Co-operative Bank Account No 61038985 – balance £63,898.68
Co-operative Bank Account No 61797792 – balance £128,117.05
Co-operative Bank Account No 61797404 – balance £5,185.52
Approved
Proposed Cllr Harper, 2nd Cllr Wood – All agreed
c.) Payments to approve
Brian Gilchrist Expenses, £13.70
Paul Wood Expenses, £4.80
Purchase of flowers for planters within budget parameters
Perspex and paint for cemetery notice board, £30.00
Lalc Training invoice – Clerk Burials Training, £54.00
SWMPFC, Muga Electric, £15.44
Approved
Propose Cllr Harper, 2nd Cllr Armstrong – All agreed
2105/25 Urgent matters not appearing elsewhere on the agenda
Cllr Harper requested that the photo’s and videos from the recent flash flooding be forwarded to County Cllr Perraton-Williams
Cllr Wood advised that the quotes for the farmer to cut the hedges at Constable Field is for £300, the tillage and grass seed required will cost £100 and 2 hours to spread. £430 in total needs approving.
Approve
Propose Cllr Harper, 2nd Cllr Boulton – All agreed
2105/26 Agenda next meeting – to take any items from members
Earmark parish council savings
2105/27 To Confirm Date of Next Meeting – 21st June 2021 at 7pm
9.34 Close