minutes 11 July 2023

Addlethorpe Parish Council Meeting

 Minutes of the meeting of Addlethorpe Parish Council held at 1930 hours Tuesday 11 July 2023 at St. Peters Main Hall, High Street, Ingoldmells 

Councillors present: Chair N. Towers (NT), Vice Chair Cllr Roger Dawson (RD), Cllr M Holyer (MH), Cllr Gavin Escott (GE), Cllr Lorna Hand (LH), and Kerry Culley (Clerk)

Also present: County and District Councillor Colin Davie and 4 members of the public. 

Public session

•    A member of the public brought to the Council’s attention ongoing issues with the King’s Head caravan park not complying with their planning permission with regard to installing fencing and planting trees along their adjoining boundary and siting a caravan in the wrong position.  This was too close to the boundary line and overlooked the neighbouring property.  Two letters of complaint from members of the public on the same issue were also given to the Parish Council.
•    A member of the public requested an update on the footpath.

54.    Chairman’s welcome - The Chairman welcomed everyone to the meeting at 1959 hours.

55.    Apologies for absence – Apologies were received from Cllr A Stubbins

56.    To receive any declarations of interest – LH declared an interest in item number 63

57.    To confirm the notes of the Parish Council meeting held on 13 June 2023 as a true record of the decisions made. – It was resolved to approve the minutes of the above meeting. These were signed by the Chair.
58.    To receive reports from outside bodies and other meetings

a.    To receive reports from LCC and ELDC Cllr. Colin Davie.
•    County Cllr Colin Davie informed the meeting things were going well at a County level.  An excellent ofsted report had been received for the Childrens Social Services and the adult care was also exemplary.
•    In addition, the road surfacing projects were going well and the system for dealing with them was working well with less complaints now being received about the delays and work not getting done.  The work on Ingoldmells Road is to be brought forward to the autumn and Cllr CD is meeting with highways to discuss Hides Lane
•    Additional money is being provided for public rights of way.
•    On the Outer Dowsing windfarm application, the battle against massive pylons in the county still need to be fought.  Opposition to the Alford node will help prevent this.  A strategic approach by all developers is needed rather than a piecemeal approach which is eroding away at the Lincolnshire countryside.  An offshore grid would be a solution to this.

b.    Other Councillors reports from external meetings. – none

59.    Planning

a.    To receive any updates and discuss the applications for
i.    S/086/01195/23/IC Outer Dowsing Offshore Windfarm – 93 offshore wind turbines, electric cables landfall Wolla Bank to a new substation at either Weston Marsh, Spalding or Lincolnshire Node east of Alford. It was resolved to object to the application on the grounds that the approach was piecemeal and destroying the Lincolnshire countryside and prime agricultural land.  A strategic approach was needed and an offshore grid would be preferable.  RD to draft a response and liaise with the clerk to respond by the deadline.
ii.    Any new or updated applications.  The complaint raised by the member of public was discussed.  It was resolved that the clerk would send the complaints in to the planning enforcement team.  The clerk would also write a strongly worded letter on behalf of the Council to M Gildersleeves, about the matter and how the residents of Addlethorpe are being disregarded by the ELDC Planning Dept.

b.    To receive an update on the Neighbourhood Plan – RD informed the meeting that Orby are still waiting for a couple of councillors who are willing to act on their behalf but they are still keen to take part.  Welton are holding their public meeting on 25 July to take a decision as to whether to proceed.  It was resolved to hold a public meeting for Addlethorpe on 12 September, immediately prior to the Parish Council meeting to seek residents’ views.

60.    Clerk’s report on matters outstanding:

1.    Bus shelter funding – An application for County funding has been sent and is currently being assessed.  Still waiting to hear if S106 funding can be used.  A query has also been raised with the East Coast Community Fund to see if they will offer funding under their criteria.  It was resolved the clerk could proceed with the acquisition on the basis of using county funding first, then East Coast Community Funds with S106 as a back up if either of the first two options did not cover it.
2.    Litter picking equipment from LCC.  It was resolved to request 12 kits.  The clerk to liaise with a member of the public about it and LH to advertise it on the Facebook Community group
3.    Complaint about waste sites in the village. – Council believe the waste at the site at the Golf Club exceeds 20 tonnes in rubbish and the site at the Old Chapel in the village exceeds 20 cubic metres as required for Environmental Health to get involved.  It was resolved both matters to be reported to Environmental Health by the clerk.
4.    Use of S106 funding – still awaiting a response on the use of S106 funding for the projects under consideration.

61.    Financial Matters 

a.    The following payment of accounts were authorised:
    i.    Clerk’s salary June & quarterly expenses - £413.14.  
            Clerk’s July salary postdated to 1 August - £264.20
    ii.    Welton Services for grasscutting - £222.00
    iii.    Parish Election Fees - £48.50
    iv.    Hand Bros for concrete base for benches - £480

b.     To further consider changing the council bank accounts to Unity Trust – The Council were updated on the monthly service fee of £6 applied by the Unity Trust Bank.  It offers a better interest rate than that currently received which would currently cover the monthly service cost. It was resolved to go ahead and open a Unity Trust current bank account and saving account.  The necessary paperwork was signed.

c.     To receive and approve the quarterly financial statement.  It was resolved to accept the statement.

62.    To receive and discuss May inspection report. – The council received and discussed the report and photos and made the following resolution for each point raised:
    (1)    Council to arrange to cut back the trees once the leaves have fallen in the autumn.  
    (2)    The growth would be cut back within the next month by GE.
    (3)    The bench to be left until autumn and cleaned following the trees being cut back.
    (4&5)     MH stated this is a matter for the cemetery committee and will be looked at by them.
    (6)    MH stated this is a matter for the cemetery committee and will be looked at by them.
    (7)    GE confirmed he will chase up the church warden for the repair.
    (NB)    MH confirmed he would cut this back within the next month.

63.    To consider a managed plan for the Council owned trees in Addlethorpe and the need to obtain a tree surveyors report to instruct a tree surgeon taking into account the following matters:
    a.    Concerns about the trees raised in the May Inspection Report.
    b.    Complaint from property owner bordering the churchyard about the trees
    c.    Concerns raised by the church wardens about possible damage being caused to the church by trees.
    Council resolved the clerk to obtain three quotes from tree surveyors to survey all the trees the Parish Council is responsible for so that the trees are well managed going forward and the Council is properly exercising its duty of care.

64.    To further discuss and consider the Bus Shelter quotes – It was resolved to accept the updated quote from GW Shelters which took into account the shorter length of shelter at 2 metres.  Council also resolved to go with a green shelter.  

65.    To consider any further projects for the upcoming year – This was put into abeyance until the funding available was known and the costs of managing the trees was known

66.    It was resolved to go into closed session to discuss agenda items 67 and 68.

67.    To receive and adopt the following proposed employment documents:
    a.    Grievance policy – resolved to adopt
    b.    Disciplinary policy– resolved to adopt

    c.    Sickness absence policy– resolved to adopt

    d.    Annual leave policy– resolved to adopt as per the clerk’s contract

    e.    Appraisal procedure – It was resolved the Clerk and Chair would meet to discuss the Clerk’s annual appraisal and setting of pay so that a report could be given to the Council for approval during the September monthly meeting.

68.    To receive and discuss any update for St. Nicholas Close/ Rectory Lane Footpath. – The Council were updated on the latest letter from their solicitors.  

69.  To go into open session

70.    Agenda items for next meeting 
•    Bus Shelter
•    Clerk’s appraisal and setting of Annual Pay
•    Footpath
•    Surveyor’s report on trees    

71.    To confirm time and date of next meeting – 1930 hours Tuesday 12 September 2023 at the small hall, St. Peters Hall, High Street, Ingoldmells.  

Meeting closed 22.05 Hours