Minutes 2023

MIDDLE RASEN PARISH COUNCIL

Minutes of the Annual Meeting of the Parish Council on 16/5/23

Present:-

Cllr M Stamp, (Chairman), Cllr G Dennis, Cllr D Pattison, Cllr M O’Connor, Cllr J Padley, and Cllr P Sexton

Also Present:  Mrs A Harrison (Clerk)

Visitors:-  Cllr S Bunney and Cllr E Bennett

1.  Election of Chairman

Proposed by Cllr Pattison and seconded by Cllr O’Connor

Resolved: Cllr M Stamp be elected as Chairman. Cllr Stamp thanked the Councillors.

2.  Election of Vice Chairman

Proposed by Cllr Stamp and seconded by Cllr O’Connor

Resolved: Cllr D Pattison be elected as Vice Chairman.

3.  To receive Acceptance of Office Forms

Chair’s acceptance Form received. 

4.  Apologies for Absence - Cllr P Dawson and Cllr A Longmate

Resolved: That apologies be accepted from above.

5.  To receive declarations of interest in accordance with the 2011 Localism Act:- None.

6.  Agree to WLDC Code of Conduct

Resolved: That WLDC Code of Conduct be utilised by Parish Council.

7.  To review Standing Orders

Resolved: That Standing Orders be approved and adopted as agreed.

8.  To review Financial Regulations

Resolved: That Financial Regulations be approved and adopted.

9.  To discuss and resolve renewal of annual insurance policy

Resolved: Insurance policy to be accepted

10. To review arrangements (including Legal Agreements) with other Local Authorities, not-for profit bodies and business

Resolved:  Arrangements with grass cutting and snow clearance contractors are appropriate.

11. To review Council’s/Employees representation on or work with external bodies and arrangements for reporting back

Mr P Dawson, Mr D Pattison & Mrs G Dennis – John Wilkinson Trust and Middle Rasen Community Fund (not to be reported back on)

Mr D Pattison – Police Forum

Mr D Pattison – RSP Liaison

•  Representatives as noted above are to report back at next appropriate Council meeting following attendance at meetings excluding John Wilkinson Trust and Middle Rasen Community Fund

12. Review of Council/Staff subscriptions to other bodies

LALC & NALC via LALC.

Resolved: Current subscriptions are appropriate.

13. To make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future

The Clerk informed the Council that eligibility would require a Certificate in Local Council Administration to be held by Clerk.

It was proposed, seconded and

Resolved: That this will be reviewed annually, agreement that it is not necessary at the current time.

14. To review Parish Council Risk Assessment/Management

Resolved: Risk Assessment/Management documents appropriate for Council use.  Cllr Pattison to continue as Finance Councillor.

The Chair thanked Cllr Pattison for his service as Finance Councillor.

15. To review inventory of land and assets

Resolved: Asset Register approved as correct.

16. To review Complaints Procedure

Resolved: Complaint Procedure to be adopted as presented.

17. To review Council’s Policies, procedures, and practices in respect of its obligations under FOI and Data Protection  

Resolved: FOI and Data Protection Policies and Forms be adopted as presented.

18. To review Council’s Policy for dealing with Press/Media

Resolved: The Council continues to adopt an open-door policy for the Media, and Communications Policy as presented be adopted.

19. To review Council’s Employment Policies and procedures

Resolved: Discipline, Capability and Grievance Arrangements (NALC advised) be adopted.

20. To review Council Expenditure incurred under S137 of the Local Government Act 1972

Council spends for 22-23 - £50.00.

Resolved: Expenditure for 2022-23 was appropriate and in line with Council agreement.

21. To set forward dates for Parish Council meetings for year ahead and venues

Resolved: The dates of every 3rd Tuesday were confirmed, and the Council agreed that meetings would take place at the Church Hall.  Clerk to forward dates to all Councillors.

22. Notes of last meeting on 25th April 2023 to be approved as minutes:-

• Notes be signed as a true record.  

23. Chair and Council’s Comments:- 

• Cllr Stamp explained the Council have issued a letter to give authority to Miss L Pennell to use the land at the back of the graveyard to keep her horse with the agreement that the land is kept in good condition

24. Reports from District and County Councillors:- 

WLDC Matters:

• Cllr Bunney introduced newly elected Councillor Eve Bennett
• Cllr Bunney informed the Council of the imminent road works planned for Stockmoor Lane
• Cllr Bunney stated they will be only one PC in the Local Police Team and no PCSOs
• Cllr Bunney stressed WLDC are still investigating the flooding on Mill Lane, and they have identified some drain issues, but this is still not the highest priority on their list
• Cllr Bunney has made sure Middle Rasen flooding is taken into account with section 19 (Market Rasen Flood Investigation)

LCC Matters:  

• Cllr Bunney stated the situation with Scampton is that the County Council are against bringing in migrants due to already stressed infrastructure i.e., Policing, hospitals.  

25. Crime and Vandalism: - nothing to report

26. Clerks Report on Matters Outstanding:-

• A grant of £300.00 to be sent to Middle Rasen Bowling Club as agreed at April Meeting
• Councillor vacancy advertised on our webpage and on village notice boards
• WLDC have been contacted regarding no CIL monies received for Lancaster Approach – answer received:

Many thanks for submitting the form as requested, I have updated our records accordingly and will publish a compiled report along with other parish receipts and expenditure towards the end of this calendar year. In relation to your query regarding the buildings on Lancaster Approach, I have previously investigated why no CIL had arisen from the site. Unfortunately, the five open market dwellings on this site will not contribute towards CIL, this due to an error made by a previously appointed officer in this position who had confirmed in writing to the developer that no CIL will arise from the development, other than subsequent section 73 applications which resulted in an increase of GIA floorspace. I can confirm that there have been some S73 applications, though none of which resulted in an increase of GIA. There is also a sixth dwelling on the site, though this was granted self-build relief and remains in its clawback period, in the event of a disqualifying event where Self-Build Exemption is concerned, only then would this dwelling contribute some CIL.  I can only apologise for the above, as I myself have previously made reasonable efforts to recover the associated CIL with no success 

• A request has been put forward to WLDC for a 112-litre bin to be purchased and fitted outside the Post Office in Middle Rasen – reply received:

As discussed earlier today, there will need to be a concrete base for the bin to be fixed to the floor (or something suitable)  – parish council to arrange. Bin will need to be ordered – lead time of delivery can be more than 12 weeks. Invoice will need forwarding to parish council.  Happy to have a site visit if deemed necessary. Let me know how you would like to proceed

Proposed by Cllr Pattison and Seconded by Cllr O’Connor

Resolved: That the Clerk order the bin from highways, requesting the dimensions so a concrete base can be put in place in advance

• A letter has been sent to Cllr Bunney regarding the parking issue outside the methodist Church with a request again for bollards to be fitted
• Police Inspector contacted regarding parishioners concerns with the homeless man knocking on doors and requesting money – reply below:

I am aware of one individual that Cllr Bunney has raised a few times as an issue and my team are targeting him at every opportunity.  I am unaware of other homeless people that are causing an issue in the area and do not have any incidents on the police system that would support this.  There is no harm in writing to Sir Edward Leigh however from previous experience I would expect his secretary to write a letter to the Chief Constable which would then be sent across to me as the Neighbourhood Inspector to pen a reply.  It would be helpful if members of the public were to report incidents as they occur, if members of the public wish to provide statements this would also strengthen the action we could take to resolve the begging issue.  I would request that you provide some more details around the begging and the individuals concerned such as times, dates, and the addresses the individuals have visited. Could I also ask which other agencies have been made aware of the issue?  I’m happy to attend any joint meeting should this be arranged.

27. Planning:-

146637 – The Bungalow, The Grange, Stockmoor Lane, Middle Rasen, LN8 3TT

Planning application for single storey side extension and rear extension – no comments

146670 – Land Off Gallamore Lane, Middle Rasen, LN8 3HZ

Planning application to erect 71no. dwellings with associated car parking, gardens, roads, home-zones, pathways (foot and cycle) and public open space being variation of condition 12 of planning permission 145946 granted 14th Februarary 2023 – minor amendments to house types and inclusion of new house type – no comments

Planning Granted:-

146043 – The Watermill, Low Church Road, Middle Rasen, LN8 3TY

Planning application for the change of use of land for the siting of 1no. Shpherd’s Hut for holiday use including access way and removal of poly tunnels – Refused

146566 – Land Adj Gallamore Lane, Market Rasen, Lincolnshire

Notification under Electricity Act 1989: Overhead Lines (Exemption) (England and Wales) Regulations 2009 – ENQ23088937 - erect a new single inter pole – No objections so granted 

28. Correspondence:-

LCC –     Training Bulletin

WLDC –  Declaration of Results of Market Rasen Ward

LALC –   Training Bulletin April 23, Management Committee Nominations,  E-news 01/05 and 15/05

Clerks and Councils Direct May Newsletter

29. Finance and Accounts for Payment

Income:

CIL Funding - £3676.40

Leak’s Masonry  £75.00

Marshalls          £425.00

Expenditure:-               

Lincolnshire Landscapes     £898.75

Green Grass Contracting      £75.00

Middle Rasen Bowling Club £300.00

A Harrison                            £599.15

Cassells Limited                  £102.00

AG & GC Gibson               £1392.00

Resolved: All Invoices be passed for payment.

30. Annual Return for the year ended 31st March 23

a) Execute review of effectiveness of internal audit

Resolved:  Internal auditor’s report approved by the Council.  

b) Execute Annual Governance Statement

It was proposed, seconded and Annual Governance Statement executed.

c) To approve Statement of Accounts

It was proposed, seconded and Council approved Statement of Accounts and Chair and RFO signed documentation.

d) To sign Certificate of Exemption

It was proposed, seconded and Resolved:  Council approved signature of Certificate of Exemption by Chair and RFO.

31. To appoint Internal Auditor for 2023-24 Financial Year

Resolved:  Cassells be appointed as Internal Auditor for 2023-24 financial year.

32. Reports from meetings: None.

33. To Discuss and Resolve the Storage of the Emergency Plan Items

The Council discussed and greed that the shed in the graveyard would be a suitable storage place for any equipment needed by the Emergency Plan Team

Proposed by Cllr Dennis and Seconded by Cllr Sexton and

Resolved:  that the Chair purchase a 5-combination lock to secure the shed

34. To Discuss the Co-option of Councillor

The Chair informed the Council of the one application received.  It was agreed that the Clerk contact the successful applicant 

Proposed by Cllr Sexton and Seconded by Cllr Stamp

Resolved:  that Adele Miller be co-opted to the Parish Council

35. Items for next meeting:

• Discuss the pavement encroachment on Gainsborough Road and Weed Issues
• Discuss placing a bus shelter Gainsborough Road off Wilkinson Drive and opposite

. 

There being no other business the meeting closed at 8:20pm.