September 2023 Meeting Agenda
You are invited to attend the Parish Council meeting of Scotter Parish Council on 18 September 2023 at 7.00pm at Scotter Village Hall. The meeting with consider the items set out below.
Before the meeting there will be a public session to enable the people of Scotter, Susworth and Scotterthorpe to ask questions of and make comments, regarding the Parish Council. Questions not answered in this meeting will be answered in writing to the person asking the question or may appear as an agenda item for the next meeting. The time will be restricted to 15 minutes maximum unless the council proposes a motion to extend this time and it is agreed and passed.
Council are asked to note that in the exercise of their functions they must take note of the following: Equal opportunities (race, gender, sexual orientation, marital status and any disability); Crime and Disorder, Health & Safety and Human Rights.
Kyela Mathieson Clerk to the Parish Council and Responsible Finance Officer (RFO).
Date of issue 13 September 2023
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
Agenda
1 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.
2 To receive declarations of interest under the Localism Act 2011 being any pecuniary interest in agenda items not previously declared on the members register of interest and any written requests for dispensations.
3 To approve as a true record the Full Parish Council Meeting minutes held on 17 July 2023 and the Extra Ordinary meetings held on 17 August 2023 and 5 September 2023 and sign accordingly.
4 Clerks Report and update on matters from the last meeting.
5 To review co-option forms and appoint a new member for the vacant seat.
6 Sub Groups, Community Clubs and Associations Items for Update or Discussion.
Speedwatch Reports, July and August circulated.
7 Correspondence items for noting
LALC News, all editions received – Circulated by email on 22/07/2023, 07/08/2023, 18/08/2023
LALC Training Bulletin – Circulated by email on 31/07/2023
WLDC Parish Newsletter – Circulated by email on 29/08/2023
WLDC New Summer Edition 2023 – Circulated by email on 15/08/2023
WLDC Meeting Schedule - Circulated by email on 11/09/2023
WLDC Temporary Stop Notice re: RAF Scampton - circulated by email on 11/09/2023
LCC Town and Parish Council Newsletter - circulated by email on 31/07/2023, 31/08/2023
LCC, Letter advising riparian ownership of the watercourse abutting Dar Beck Road and Barlings Close – circulated by email on 29/08/2023
Ramblers Association Lincolnshire & Nottingham, Letter advising they have applied for a bridleway to be noted on the definitive map.
KCom, email advising an open afternoon arranged for 13th September 4.30-7.30 at the village hall – circulated by email on 24/08/2023
Lincolnshire Community Foundation, Household Support Fund launched in West Lindsey, circulated by email on 15/08/2023 and added to pc website.
8 Correspondence items for discussion and or action
Lincolnshire Highways Parish Council Survey for roads and drains – circulated by email on 20/07/2023
Email from a member of public requesting if the Parish Council has any land that permission could be given to metal detect – circulated by email on 01/08/2023
Willoughton Parish Council, letter re County Councillor - circulated by email on 09/08/2023
9 To review and consider responses to the following planning applications and any applications that may have been received following the agenda being set.
a) Planning Application – 147223
Lodge Farm Kirton Road Scotter Gainsborough DN21 3JA
Planning application for two storey extension to dwelling, erection of detached garage with holiday cottage over, extended access & existing holiday let to be reverted back to a store building and associated works.
WLDC Planning Application 147223
10 To consider a working group to investigate how to proceed with the Parish Plan and the Parish Council’s Community Engagement.
11 To review and consider the options investigated for the WLDC Large Village Grant.
12 To decide if any action is required for ball games being played in Granary Park.
13 Following a review of Granary Fold deeds, consider plans for maintaining the area.
Review quote received for initial tidy up maintenance.
14 To receive an update from the Clerk on the water connection at Scotterthorpe Allotments and decide any action required.
15 To review the Annual Governance and Accountability Return conclusion.
16 Finance update and payments
a.) Approve Parish Council Current Account payment schedule/bank reconciliation for the period of 01/07/2023 – 31/07/2023
|
Date |
Receipt |
Reason |
Amount |
|
04/07/2023 |
Northern Power & Allotment |
Wayleave & Allotment Fee (£10) |
£ 55.30 |
|
12/07/2023 |
Amazon |
Refund for door lock |
£ 18.97 |
|
18/07/2023 |
Internal Transfer |
Transfer from EMR for Rookery Grant |
£ 5,375.98 |
|
|
|
Grant for PA System |
£ 490.83 |
|
|
|
|
|
|
|
|
Total Income |
£ 5,941.08 |
|
Date |
Payment |
Reason |
Amount |
|
03/07/2023 |
Microsoft |
Monthly Subscription |
£19.92 |
|
03/07/2023 |
G Worth |
|
£1,050.00 |
|
04/07/2023 |
Gainsborough Skip Hire |
Skip Hire for Allotments |
£250.00 |
|
12/07/2023 |
S Smith & Co Accountants |
June Pay role |
£15.00 |
|
12/07/2023 |
Lincolnshire CC |
July Pension |
£382.72 |
|
18/07/2023 |
FCC Recycling |
Third Party Grant Contribution |
£5,375.98 |
|
19/07/2023 |
HP Instant Ink |
Ink subscription |
£4.49 |
|
24/07/2023 |
Internal Transfer |
Internal Transfer to EMR for Parson's |
£17,500.00 |
|
24/07/2023 |
SWMPFC |
MUGA Electric |
£63.92 |
|
24/07/2023 |
SWMPFC |
Error - refunded 29/08/23 |
£650.00 |
|
25/07/2023 |
WLDC |
Uncontested Election Charges |
£170.86 |
|
25/07/2023 |
HMRC |
|
£243.35 |
|
27/07/2023 |
Giff Gaff |
Mobile Phone |
£8.00 |
|
31/07/2023 |
S Smith & Co Accountants |
July Pay role |
£15.00 |
|
31/07/2023 |
Lincolnshire CC |
August Pension |
£382.72 |
|
31/07/2023 |
K Mathieson |
|
£1,149.08 |
|
31/07/2023 |
Helping Hands |
Grass Cutting & Maintenance |
£3,515.00 |
|
|
|
Total Expenditure |
£30,796.04 |
Account Start Balance £87,615.89
Payments £30,796.04
Receipts £5,941.08
End Balance £62,760.93
b.) Approve Parish Council Current Account payment schedule/bank reconciliation for the period of 01/08/2023 – 31/08/2023
|
Date |
Receipt |
Reason |
Amount |
|
14/08/2023 |
HMRC |
VAT Refund 01/06/22 - 30/06/2023 |
£2,659.76 |
|
16/08/2023 |
Cemetery Income |
Add inscription |
£25.00 |
|
17/09/2023 |
Cemetery Income |
EROB & Full Interment |
£450.00 |
|
24/08/2023 |
Allotment Income |
New Tenant Fee |
£10.00 |
|
24/08/2023 |
Allotment Income |
New Tenant Fee |
£10.00 |
|
29/08/2023 |
SWMPFA |
Refund payment made in error |
£650.00 |
|
|
|
Total Income |
£3,804.76 |
|
Date |
Payment |
Reason |
Amount |
|
01/08/2023 |
Microsoft |
Monthly Subscription |
£19.92 |
|
04/08/2023 |
G Worth |
Reimburse - Petrol for lawn mower |
£25.90 |
|
04/08/2023 |
G Worth |
Grounds Maintenance |
£900.00 |
|
15/08/2023 |
Post Office |
Postage |
£1.60 |
|
15/08/2023 |
Post Office |
Stamps |
£14.80 |
|
18/08/2023 |
Amazon |
Replacement Allotment Gate Lock |
£11.98 |
|
18/08/2023 |
Amazon |
Office Door Lock |
£14.99 |
|
18/08/2023 |
Gear 4 Music |
P A System |
£588.00 |
|
21/08/2023 |
Amazon |
Weed Killer |
£36.78 |
|
21/08/2023 |
Humber Merchants |
Temporary Fencing |
£216.78 |
|
22/08/2023 |
HP Instant Ink |
Monthly Subscription |
£4.49 |
|
29/08/2023 |
Giff Gaff |
Mobile Phone |
£8.00 |
|
|
|
Total Expenditure |
£1,843.24 |
Account Start Balance £62,760.93
Payments £1,843.24
Receipts £3,804.76
End Balance £64,722.45
d.) Confirm Bank Balance and Statements as at 31/08/2023
Co-operative Bank Account No 61038985 – balance £64,722.45
Co-operative Bank Account No 61797792 – balance £156,914.06 Ear Marked Reserves
Co-operative Bank Account No 61797404 – balance £14,874.42 General Reserves
e.) Payments for approval
PKF Little John, audit fees - £378.00
I G Watson Plant Ltd, Parsons - £1440.00
Humber Merchants, temporary fencing for Parson’s Field - £216.78
Retrospective approval – paid with Clerks emergency delegation as per standing orders.
f.) To review existing Earmark reserves and consider any amendments.
17 Urgent Highways or Maintenance Matters.
18 Agenda next meeting – to take any items from members.
19 To Confirm Date of Next Meeting – 16th October 2023.
In view of the confidential nature of the business about to be transacted it is advisable in the public interest that the press and public are excluded and they are instructed to withdraw. (The Public Bodies (Admission to Meetings) Act 1960 Sec 1 (2))
Confidential Matters
20 To review contractor tenders received for the Grounds Person contract.
21 To receive an update on the purchase of Parsons Field including recent advice and negotiations from estate agent and decide any actions going forward.