May 2023 Minutes
Metheringham, Sots Hole and Tanvats Parish Council
Minutes of the Parish Council Meeting held on
Wednesday 31st May 2023 at the Parish Council Offices, High Street, Metheringham, LN4 3DZ
Present: Chairman Cllr K Parker, Cllrs B Nelson, S Peek, C Toynton, M Worthington, J Tatton, R Grummitt and M Westerman
In attendance: Clerk K Sinclair
Public Forum.
There were no members of the public present.
The Chairman opened with the usual housekeeping and opened the meeting at 6.37pm.
Official Business of the Council
1. Chair’s remarks
2. Accept apologies for absence and reasons given in accordance with the Local Government Act 1972 s85(1)
Apologies were received from Cllr Pembrey and Cllr Parry.
It was resolved to accept apologies received from Cllr Pembrey and Cllr Parry. Proposed by Cllr Westerman, seconded by Cllr Nelson and approved unanimously.
3. Members declaration of interest
a. Members declaration of interest
None received.
b. Dispensations
None received.
4. To approve as a correct record the minutes of the meeting held on 17th May 2023
It was resolved that the draft minutes from the meeting held on 19th April 2023 were a true record and could be approved and signed as minutes. Proposed by Cllr Tatton, seconded by Cllr Toynton and approved unanimously.
5. To consider and resolve to accept an application made for co-option
It was resolved to accept the application and co-opt John Simpson onto the Council. Proposed by Cllr Tatton, seconded by Cllr Westerman and approved unanimously.
6. To resolve to appoint Cllr Pembury and Cllr Toynton as members of council committees, where applicable
Cllr Pembury was not present.
It was resolved to appoint Cllr Toynton onto the Events committee. Proposed by Cllr Worthington, seconded by Cllr Tatton and approved unanimously.
7. Reports from representatives on outside bodies:
a. To receive a report from the County Councillor
County Cllr R Kendrick was not present but sent a brief report via email. See Appendix A.
b. To receive a report from the District Councillors
District Cllrs D Parry and F Pembury both submitted reports via email. See Appendix B.
c. To receive a report from the Bracebridge Heath Neighbourhood Policing Team
No report was received from the Bracebridge Heath Neighbourhood Policing Team.
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8. Reports from Council representatives on other village organisation and committees:
a. Metheringham Village Hall Management Committee
Cllr Toynton attended the Village Hall AGM two weeks ago with Cllr Parker. It was reported that the village hall made a big loss last year and there appears to be only one or two members of the committee making decisions. They felt that the committee may need more support in the coming year.
b. Metheringham Swimming Pool
Cllr Worthington had not received a report prior to the meeting and is still awaiting the amendments to be made to the minutes of the MOU review held earlier this year.
c. Metheringham Bowls Club
Cllr Grummitt reported that the club is very active with several new members. Fundraising has allowed the club to purchase scoreboards and parasols.
d. Metheringham Community Hub
Cllr Westerman attended a meeting in the Hub on 22nd May. There were questions asked about the cleaning and kitchen facilities which will be discussed by council in due course.
e. Metheringham Football Club
Cllr Parker informed council that the Football Club is holding their AGM in three weeks’ time and that the season has ow finished. There was a meeting yesterday regarding the grass cutting of the fields which will be discussed later in the meeting.
9. To review the Terms of Reference as recommended by each committee
a. Environment Committee
It was resolved to accept the recommended Terms of Reference for the Environment Committee. Proposed by Cllr Tatton, seconded by Cllr Grummitt and approved unanimously.
b. Events Committee
It was resolved to accept the recommended Terms of Reference for the Events Committee. Proposed by Cllr Tatton, seconded by Cllr Toynton and approved unanimously.
10. Asset Register: To consider and verify the asset register for 2022-23, if available (deferred from last meeting)
The asset register was not available for review.
11. Item 11a-e has been included in error as a duplicate of item 8.
12. Financial Matters:
a. To consider and approve the bank reconciliation for end of April 23
The bank reconciliation was not available for the meeting. It was resolved to defer this to the next meeting. Proposed by Cllr Nelson, seconded by Cllr Grummitt and approved unanimously.
b. To consider and approve the payments made between 17th May and 30th May 23
The list of payments was circulated. See attached Appendix C. It was resolved to approve all payments made since the last meeting. Proposed by Cllr Toynton, seconded by Cllr Westerman and approved unanimously.
c. To approve the accounts for payment to made
The list of payments was circulated. See attached Appendix A. It was resolved to approve the list of payments to be made. Proposed by Cllr Toynton, seconded by Cllr Nelson and approved unanimously.
d. To consider joining the LALC Annual Training Scheme for 2023-24 at a cost of £155+VAT
It was resolved to join the LALC Annual Training Scheme for 2023-24. Proposed by Cllr Peek, seconded by Cllr Grummitt and approved unanimously.
e. To consider applying for the funding from the Heath Farm Fund and for which project
It was resolved to move this item to after item 16 on the agenda. Proposed by Cllr Parker, seconded by Cllr Grummitt and approved unanimously.
f. To consider compiling a list of approved tradespeople and delegate powers to the Clerk to contact the for general repairs and maintenance
It was resolved to compile a list of local trades people and give the Clerk delegated powers to contact them for general repairs and maintenance. Proposed by Cllr Toynton, seconded by Cllr Grummitt and approved unanimously.
13. To receive recommendations from the Environment Committee for the refurbishment of the Cross
It was resolved to award the tender to John Burrows with a maximum budget of £20,000 as recommended by the Environment Committee. Proposed by Cllr Nelson, seconded by Cllr Westerman and approved unanimously.
14. Grass cutting:
a. To discuss the current grass cutting contract and review areas being cut
Maps are still being compiled to show all areas and who is responsible for the grass cutting for each area.
b. To consider purchasing a mower and discuss areas which could be cut inhouse, if applicable
It was resolved to look at purchasing a ride on lawn mower in view to cut parish council owned areas inhouse. This is to be reviewed annually. Proposed by Cllr Parker, seconded by Cllr Toynton and approved with 7 votes for and 1 against.
c. To approve an expenditure towards grass cutting or grass cutting maps
No expenditure allocated to grass cutting maps.
15. To consider holding a LIVES event within the village hall
More information was required to consider this agenda item.
It was resolved to suspend standing orders and extend the meeting beyond 2 hours.
Proposed by Cllr Parker, seconded by Cllr Worthington and approved unanimously.
16. To discuss the village defibrillators and approve any expenditure, if required
Both defibrillators maintained by the parish council require new pads and batteries. However, the models installed have been discontinued. It was resolved to replace both defibrillators for new units at a cost of £1075 each plus purchase 2 prep kits to be housed inside the cabinet and funding be obtained where possible. Proposed by Cllr Peek, seconded by Cllr Tatton and approved unanimously.
12e. To consider applying for the funding from the Heath Farm Fund and for which project
It was resolved to apply for funding for the defibrillators mentioned above. Proposed by Cllr Toynton, seconded by Cllr Westerman and approved unanimously.
17. To consider purchasing or allocating a noticeboard at the playing fields for village events and news only
It was agreed that no additional noticeboard was necessary as there is already a section in the existing noticeboard allocated to village news.
18. Planning applications:
a. Planning Application Reference 23/0572/FUL Land to the rear of 16 Lincoln Road Metheringham
No comments were made.
19. Public bodies (admission to meetings) act 1960 exclusion of the press and public: To resolve that in accordance with section 1(2) of the public bodies (admission to meetings) act 1960 and by reason of the confidential nature of the remainder of the business, the press and public be excluded.
It was resolved to enter into closed session. Proposed by Cllr Tatton, seconded by Cllr Grummitt and approved unanimously.
The meeting was closed to the public at 8.37pm.
20. To receive an update on the ex-Clerk’s status
An update was received.
21. Employment and Payroll:
a. To approve job adverts for the cleaning position
To be reviewed by Staffing Committee as agreed at meeting held on 17 May.
22. Date and time of next meeting
Wednesday 28 June at 6.30pm.
The meeting closed at 8.51pm.