Meetings 2021-22

PDF version of minutes can be downloaded from this link.

Minutes of the meeting of Utterby Parish Council held     
Wednesday 7th April 2021 at 7.00pm – held remotely with Zoom
 

Record of Members Present:

       Present - Cllr Alan Woodward (AW) (Chair), Terry Buckley (TB), Cllr Nicola Gallant (NG), Cllr John Mackin (JM) and Cllr Nicola Mackin (NM), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).

NB: Cllr Terry Buckley arrived at 7:12pm

Not Present –None

In Attendance - Clerk Maria Vincent and Cllr Edward Mossop (ELDC).

92   Apologies Received
None.
 

93   To receive any Declarations of Interest under the Localism Act 2011

       Cllr NG. NM and JM – item 6a as live on Jacob’s Close.

94   Minutes

1. It was RESOLVED to approve the minutes of the Parish Council Meeting 3rd March 2021 as correct and for the Chairman to sign a copy forthwith.
2. It was RESOLVED to approve the record of notes from the Personnel Panel 3rd July 2019 as minutes though only 2 members of the Panel (now disbanded) are still on the Council.
    

95   Council Matters, Actions and Communications

1. Chairman's Report – The Chairman reported that the refuge was damaged further and should be reported to Lincolnshire County Council. (Clerk reported in the week). He reported that he had spoken to the owner of the ice cream vans parked on Church Lane, and hoped that the issue with the vans would be eased in due course. He also reported that planters had now been refreshed and litter picking resources had now been received should any people in the village wish to borrow them, though he did stress that there were very strict guidelines on safety for those using it. Clerk to post on FB.
2. Clerk’s Report – The Clerk reported that everything was a little uncertain at the moment with regards to how meetings will be held before village halls open and social distancing can be relaxed.

She reported that the Council’s folders all went to the internal auditor. The Cabinet Office had emailed regarding the website and that they were happy with the steps undertaken with the website to increase accessibility and took on board that LCC manage the platform. They would close the case.

She reported that she was signing up for the ILCA Course (which SLCC organise) at a cost of £120 + VAT. Following this report the Council RESOLVED that they would pay for the cost of the ILCA course for the Clerk.

3. Communications – None
4. Legislation regarding Zoom Meetings The Clerk explained the legislation regarding remote meetings and the requirement not to hold an Annual Parish Meeting had not extended beyond May 7th 2021. It was RESOLVED that meetings would continue from June face to face.
5. Annual Parish Meeting -  It was RESOLVED that the Annual Parish Meeting would be held on Zoom before the Annual Parish Council Meeting on May 5th at 6:30pm as the Council would be unable to invite members of the public to meet face to face with the current social distancing in place. The Clerk to invite the Academy, Village Hall and Church DCC and to organise print outs of invite/agenda. Cllr. JM offered to post invites to all households.
6. Appoint Councillor to oversee the cover for insurance as per risk assessment– It was RESOLVED that Cllr NG would oversee the quotes for the insurance policy.
7. Quarterly Monitoring – it was RESOLVED that Cllr NG would carry out the Quarterly Monitoring for the next 12 months.
8. Policies – It was RESOLVED to approve the updated policies and document as reviewed

i.          Council information document.

ii.         Freedom of Information Model Publication Scheme

iii.        Risk Management Strategy.

iv.         Risk Management Document.

v.          Safeguarding Vulnerable Persons Policy.

vi.         Equal Opportunities Policy.

vii.        Environmental Policy.

viii.       Health & Safety Policy.
 

96      Finance and Budgets

1. Payments - It was RESOLVED to accept and pass the payments:

2020/21 Budget              

Staff, Salary and expenses for March 2021 £203.94 , Geoffrey E Fitch Kissing gate £400.00  

Geoffrey E Fitch Millennium Bench £650.00, Jackie Woodward, envelopes, plants and peat for planters  £79.90 (added to schedule during meeting), April 2021/22 budget, LALC Membership 2021 £84.18, DW Gibbs April 2020 bus shelter cleaning £20.00, SLCC ENTERPRISES LTD ILCA course  £144.00 (as resolved in minute 95b).

TOTAL      £1,582.02

2. Finance Report - The Clerk reported (figures below did not take into account cost of plants and envelopes receipt presented at meeting).

Sadly some of the work which we hoped to undertake during the 2020/21 Financial Year never went ahead and so:

Spend to date                                                        £5,754.39

20/21 payments making today                             £1,253.94

Expected payment to make                                  £   115.20

Current balance of budget remaining =               £5,951.61

Less payments + expected payments                   £1,369.14

Expected Total Remaining                                  £12,622.46

Expected total balance in bank end 20/21 year           £13,621.78

Less current reserves                                                       £   8039.99

Current remaining to be transferred to reserves         £ 5,581.79

Current Reserves

It was RESOLVED that the balance in the 2020/21 budget would go to the following Reserves,

£2,000 to TPOs and Green Structure
£2,000 to Reserve for Asset Replacement
£1,000 to Reserve for Elections
581.79 (or surplus) to Contingency

It was also RESOLVED that the Clerk would roll over the outstanding time worked in 2020/21 and then if she had not been able to take the time back by the end of August, to claim it in her salary then.

97   Planning

1. Update on Building Plots adjacent to Jacob’s Close – It was             RESOLVED that due to lorries now trying to access the plots via Jacob’s Close (when the planning permission restricts them to access via Grange Lane) that:

1. Cllr AW would phone the original applicant of the planning permission to ask if the barrier could be put back and that the gate opened on Grange Lane.
2. That the Council would produce a number of signs to stop lorries and services accessing the 5 building plots via Jacob’s Close as this was becoming a real issue.
3. That the Clerk would contact Platform Housing to ask if the Council could put a sign on their land near the A16 as concern was that lorries would try to turn around on Benson Court.
4. That the Clerk would send a letter to Mason’s Lettings to request they write to all land purchases to reiterate that access must be via Grange Lane.
5. That the Clerk would contact Planning Enforcement to see if any further progress had been made with the enforcement of conditions.

Cllr Edward Mossop said he would also see what information he could find out from Planning Enforcement.

2. Any Urgent Planning issues –None.

98   Parish Council Amenities (bus shelters, village green, etc)

1. Welcome Pack – Cllr AW reported he had run out of leaflets so only Utterby Voices could be given out.
2. Utterby Tidy Up Campaign – Planters now replanted. It was RESOLVED that up to £100 be spent on a new planter and plants for under the sign on the Main Road.
3. Verges and Village Green– The Clerk to enquire if any dog fouling signs are available to us from ELDC due to the increase on fouling in the verges.
4. Village Trees - The Clerk was still waiting for contact from the Tree Company even though she had tried to make contact several times. The Clerk confirmed the Willow Tree had been on the tree work schedule.
5. Utterby Voice –there would be a section in the June Utterby Voice listing businesses in Utterby, and also some historical content. Dog fouling issue to be highlighted in UV also.
6. Bus Shelters – In good order.
7. Wood Maintenance Schedule - The Clerk reported that the contractor had now completed the Oak bench and Kissing Gate. Cllr JW reported someone had already broken a leg on it and the contactor had gone back to mend it.
    

99   ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc

1. Updates on Bin off A16 – It was reported the bin on private land off the A16 was still having dog poo bags put around the base. It was RESOLVED to write to ELDC once more and then if they confirm that it is not their bin to write to the landowner and say that the Parish Council will remove the bin as a health hazard.
2. Traffic Refuge – The Clerk had reported this damaged a few days earlier.

100 Notifications

1. None

101 Date and time of Next Meeting

1. Annual Parish Meeting to be held on Wednesday May 5th 2021 – on Zoom at 6:30pm
2. Annual Parish Council Meeting on Wednesday May 5th 2021 – on Zoom at 7pm

The meeting finished at 8:58pm.
 

Signed ___________________                                              Date________________________

Minutes of the Annual meeting of Utterby Parish Council held                                  

Wednesday 5th May 2021 at 7.00pm – held remotely with Zoom

1.  Elections

1. It was RESOLVED to elect Cllr Alan Woodward as the Chairman of Utterby Parish Council.
2. It was RESOLVED to defer the election of the Vice Chairman of Utterby Parish Council to a later date.

PUBLIC FORUM

• A resident congratulated the Council on all their hard work over the previous year.
• Cllr Edward Mossop reported that he felt the Annual Parish Meeting held was a very good representation of what went on in the village. Further he reported that a new Lincolnshire County Councillor for our area would be elected the next day.
• A second resident commented that he was pleased to see the new daffodils and plant troughs. Further he asked whether we would be able to leave the grass longer along the straight parts of the road to encourage wild flowers? The Chairman reported he would ask to have the subject added to a future agenda.
   

       Record of Members Present:

       Present - Cllr Alan Woodward (AW) (Chair), Cllr Terry Buckley (TB), Cllr Nicola Gallant (NG), Cllr Nicola Mackin (NM), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).
 

       NB: Cllr Gallant arrived at 7:05pm and Cllr Buckley arrived at 7:45pm.

Not Present - Cllr John Mackin (JM).

In Attendance - Clerk Maria Vincent, Cllr Edward Mossop and two members of the public.
 

2.   Apologies Received
Apologies were received from Cllr John Mackin (JM) and Cllr Terry Buckley advised he would be late to the meeting.
 

3.   To receive any Declarations of Interest under the Localism Act 2011

       None.

4.   Minutes
It was RESOLVED to approve the minutes of the Parish Council Meeting 7th April 2021 as correct and for the Chairman to sign a copy forthwith.
 

5.   Council Matters, Actions and Communications

1. It was RESOLVED to confirm the revised list of Meeting Dates of Utterby Parish Council 2021-22 (now starting in May 21 – April 22).
2. Following a review it was RESOLVED to accept the Asset Register as circulated to Councillors as of end March 2021.
3. Chairman’s Remarks. Nothing to report.
4. Clerk’s Report. The Clerk reported that the appeal for the continuation of remote meetings sadly failed, so after the end of this week, all Council meetings must be face to face  - general discussion etc can still take part on zoom, but no meetings where resolutions are made. Further she reported that the Council should be able to have a meeting at the Village Hall on June 2nd, with 2 metre distancing and controls in place. The Clerk reported that she had passed the ILCA qualification that the Council had paid for. Lastly the dog fouling posters would be delivered at the weekend.
5. The Clerk reminded Councillors to complete new DPI forms for 2021/22 if required.
6. It was RESOLVED to approve the review of Standing Orders – no changes.
7. It was RESOLVED to approve the changes to the Financial Regulations – ref costs of contracts now we had left the EU.
8. It was RESOLVED to approve the review of Code of Conduct.
9. It was RESOLVED to approve the review of the Complaints Procedure with a couple of spelling mistakes amended.
10. It was RESOLVED to approve the change of £100 to £250 in the Risk Management Document (correction made from April 21).
11. It was RESOLVED to adopt the new Grievance and Discipline Procedure policy.
12. There were no consultations to review.
13. Communications were received and noted regarding a donation request by LincsLSAR, grants available from the Lincolnshire Wolds Countryside Service and ELDC civility in public life. Donations to organisations to be added to a future agenda.

 
6    Finance and Budgets

1. It was RESOLVED to accept the end of year 2020/21 Finance information (the including quarterly monitoring from Dec-end March 21).
2. It was RESOLVED  to approve the budget sheet with the following change – due to the increased cost of insurance, £120 would be moved from Elections to Insurance (now £470 and £180) keeping the budget total the same. NB: This item was discussed after item 6c.
3. Following discussions as to the best value of the three quotations, it was RESOLVED to choose Came and Company for the Parish Council’s Insurance policy (£444.46) for the 3 year term as there were concerns regarding the cheapest company’s exclusions list creating a problem if a claim was ever filed.
4. It was RESOLVED to approve the payments: DW Gibbs £20.00, Staff (expenses and mileage £203.94, stationery £2.14 Printing signage £24.00) Total £230.08, LALC - zoom licence £119.90, Came & Company £444.46, Glendale Countryside Ltd £118.80. TOTAL £933.24. It was also RESOLVED that if the Parish Council were unable to meet due to restrictions in place for meetings, that any regular cheque payments should be made on email approval of all Councillors and payments to be ratified at the next meeting.
5. It was RESOLVED to accept the Internal Auditor’s report and pass on the Council’s thanks to him for completing it.
6. Annual Governance and Accountability Return
   1. It was RESOLVED to agree that the Council was eligible to apply for the Certificate of Exemption and it was approved, to be signed by the Chairman and for the Clerk to send it to the auditors, PKF Littlejohn LLP.
   2. It was RESOLVED to review and approve The Annual Governance Statement and for the Chairman to sign it.
   3. It was RESOLVED to approve the Accounting Statements and for the Chairman to sign it.
7. It was RESOLVED to approve the Bank Reconciliation and Explanation of Variances.
8. It was RESOLVED to approve the Notice of Public Rights and Publication of Annual Governance and Accountability Return.

7     Planning

1. No urgent plans to consider.
2. Planning Updates - Cllr Mossop reported that he had spoken with the estate agents who sold the land on Grange Lane/Chapel Lane to ask them to pass on the information regarding the use of Grange Lane to access the land. The estate agents had reported that the original owner of the land had retained ownership of the plot 6 so that access via Grange Lane could be maintained, and that he would sell this after the other developments were completed. Cllr AW reported that there were three signs now up to notify development traffic using Chapel Lane. He had spoken with the owner of the land to see if there was a way to ease the possible situation with traffic using Chapel Lane. Councillors reported there had been no incidents over the previous few weeks.
    

8     Parish Council Amenities (bus shelters, village green, etc)

1. Welcome Pack. One new resident.
2. Utterby Up Campaign – Nothing to report.
3. Trees – following a report from Cllr JW regarding the visit from the Tree Officer at ELDC in April, that his opinion was that the best plan of action would be to fell the tree and plant a replacement, it was RESOLVED that the Council would write to all those who lived around the Village Green to notify them of the situation (also include in the Utterby Voice), that the Clerk would apply for a TPO to fell the tree and then obtain quotations for the felling of the willow, to trim the Millennium Oak and minor work to other trees. Further that the Council would buy a large weeping willow tree and obtain quotations for the purchase and planting of this separately, along with the white beam trees previously resolved on.
4. Verges and Village Green – All agreed that the verges and Village Green were looking wonderful and it was RESOLVED that the Clerk should write to Glendale to thank them.
5. Bus Shelters – Looking fine.
6. Utterby Voice – Due to be printed in June/July 2021.
    

9     ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc

1. It was reported that the black bin on private land by the Public Footpath near the Kissing Gates had finally been removed, but no-one knew who by.

10  Notifications

1. Nothing to report.

11  Date and time of Next Meeting

1. Parish Council Meeting on Wednesday June 2nd 2021 at 7pm at the Village Hall (TBC).

The meeting finished at 8:42.
 

Budgets that were included in minutes can be found on dowload of minutes - click here to access.

Signed           ___________________                                     Date________________________

Minutes of the meeting of Utterby Parish Council held     
Wednesday 2nd June 2021 at 7.00pm – Utterby Village Hall

PUBLIC FORUM

• A resident thanked the Council for the letter sent to village green residents regarding the willow tree.
• Cllr Edward Mossop reported that he felt the Annual Parish Meeting held was a very good representation of what went on in the village.
• The new Lincolnshire County Councillor for our area, Cllr. Alex Hall introduced himself.

This meeting was held with social distancing restrictions – each person was 2m apart and unless speaking, was wearing a mask.
 

       Record of Members Present:

       Present - Cllr Alan Woodward (AW) (Chair), Cllr Terry Buckley (TB), Cllr Nicola Gallant (NG), Cllr John Mackin (JM), Cllr Nicola Mackin (NM) and Cllr Jackie Woodward (JW).

       NB: Cllr Buckley arrived at 7:05pm.

Not Present - Cllr Matthew Wright (MW)
In Attendance - Clerk Maria Vincent, Cllr Edward Mossop (ELDC), Cllr Alex Hall (LCC) and a member of the public.
 

12. Apologies Received
Apologies were received from Cllr Matthew Wright (MW).
 

13. To receive any Declarations of Interest under the Localism Act 2011

       None.

14. Minutes
It was RESOLVED to approve the minutes of the Parish Council Meeting 5th May 2021 as correct record and the Chairman signed them.
 

15.      Council Matters, Actions and Communications

1. It was RESOLVED to not elect a Vice Chairman at this time.
2. Chairman’s Remarks. The Chairman updated Cllrs on the planters which had been replenished. He read out a copy of the letter the Clerk (on behalf of the Council) sent to the residents around the village green regarding the willow tree. He reported that a resident had made a request to keep some of the grass verges longer for the insects and wildflowers, he continued that the verges further along the A16 were cut much less and  therefore this would be a place for the wildflowers to populate. The refuge was still damaged – The Clerk reported that as far as she had been aware it was mended some weeks earlier and so would look into the situation.
3. Clerk’s Report. Nothing to report.
4. Village Hall Meetings – The Clerk reported to the Council the conversation she had with the person who undertakes the Village Hall bookings.  As the Council were not clear as to the hiring terms, it was RESOLVED that the Clerk should write to the Village Hall Committee and request the cost of hire and terms, to request a key so that that meetings could finish early or continue later as required and to ask them to clarify the situation regarding the rent of the cupboard with the Parish Council files in. 
5. Consultations – None.

16 Finance and Budgets

1. It was RESOLVED to approve the payments: DW Gibbs June bus shelters £20.00, Staff + expenses and mileage £192.24 and Stationery and print toners £21.58 totalling £213.82, Society of Local Council Clerks membership £80.00 TOTAL           £313.82

17  Planning

1. No urgent plans to consider.
    

18  Parish Council Amenities (bus shelters, village green, etc)

1. Welcome Pack. A couple of new residents were reported.
2. Utterby Up Campaign – The notice board had now been refurbished and was just waiting for the replacement Perspex to be put in. The Chairman reported he had been around the village and put up a number of dog fouling posters
3. Village Trees – following a verbal report from Cllr JW and the Clerk, it was RESOLVED that the trees in the village that were cared for or owned by the Council would be mapped with photos and all TPO references. Any trees that were considered of importance should be added to a list to be sent to ELDC to request TPOs to be added. The full mapping of the village trees would also be sent, when complete, to the Tree Officer for his information. The Clerk also reported that the TPO application had been made for the felling of the willow tree, and that there would be a 4-6 week wait for a decision. She also reported that the Millennium Oak had not got a TPO on it.
4. Verges and Village Green – Nothing to report
5. Bus Shelters – All fine.
6. Utterby Voice – Due to be printed in July 2021 and would include listings for businesses, the reports from the Annual Meeting as they were considered so informative and a spread of all the beautiful gardens in the village (residents to give permission). Clerk to put a post of Facebook asking people with businesses in the village to send their details to us.
    

19  ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc

1. No urgent issues, but the Clerk reported the continuing issue with the speed signs only working intermittently and the Council’s frustration as speeding is a main issue in the village. Cllr Hall (LCC) said he would investigate with the relevant department to clarify the situation.
2. Pollution on the A16 – following a request from a resident to see if the levels of pollution on the A16 could be monitored, Cllr Hall (LCC) said he would investigate with LCC Highways if this had been undertaken elsewhere.

20  Notifications

1. Nothing to report.

21  Date and time of Next Meeting

1. Parish Council Meeting on Wednesday July 7th 2021 at 7pm at the Village Hall. Cllr TB wished it noted he could not attend the July meeting.

The meeting finished at 7:50pm.

Minutes of the meeting of Utterby Parish Council held     
Wednesday 7th July 2021 at 7.00pm – Utterby Village Hall

PUBLIC FORUM
•    Two residents were introduced as new neighbours on Grange Lane and the Chairman welcomed them to the village.
•    A resident highlighted an issue with a privately owned piece of land which was very overgrown. He was advised unless an environmental issue the Council could neither have it cut or approach the person who was renting the land as pasture for their horse. 
•    A resident wished to pass on that the Main Road sign legs were in very poor condition. The Chairman advised he was due to look at the situation with the sign next week.
•    A resident passed on that another resident had reported (to LCC) a large pot hole at the end of Grange Lane.
•    Cllr. Alex Hall (LCC) was pleased that LCC had announced that £10million was going to be invested in the highways in the county. 

This meeting was held with social distancing restrictions – each person was 2m apart and unless speaking, was wearing a mask. 

    Record of Members Present:
     Present - Cllr Alan Woodward (AW) (Chair), Cllr John Mackin (JM), Cllr Nicola Mackin (NM) and Cllr Jackie Woodward (JW), Cllr Matthew Wright (MW).

Not Present - Cllr Terry Buckley (TB) and Cllr Nicola Gallant (NG).
In Attendance - Clerk Maria Vincent, Cllr Alex Hall (LCC) and three members of the public.

22.    Apologies Received
Apologies were received from Cllrs Terry Buckley (TB) and Cllr Nicola Gallant (NG)
 
23.    To receive any Declarations of Interest under the Localism Act 2011
    None.

24.    Minutes
It was RESOLVED to approve the minutes of the Parish Council Meeting 2nd June 2021 as correct record and the Chairman signed them.

25.      Council Matters, Actions and Communications
a.    Chairman’s Remarks. None
b.    Clerk’s Report. The woodwork refurbishment had been completed, the notice-board was finished last month with the addition of new Perspex. We now had permission for the tree work to go ahead (the felling of the willow and crowning of the oak tree) this will conclude much of the cost of extra work that was planned in for last year, now much of it paid out of this year’s budgets due to delays. The Clerk requested that the Council  consider having a tree survey each year for the trees the Parish Council own/care for she believed that it would save money in the long run, in terms of disease etc.
c.    Village Hall Meetings – The Clerk reported we were unable to have a key to access the Village Hall, but that we did not have to stay at the end of meetings until a member of the committee turned up to lock up. 
d.    Consultations – None.
e.    Communications: 
i. The Clerk read out the general explanation of a letter regarding Neighbourhood policing.
ii. The Clerk read a letter from Lincolnshire County Council regarding broadband connectivity and notified the Council of a letter of thanks for support from LIVES. 
The Clerk read out an email of complaint regarding the lack of visibility of oncoming traffic from the A16 from the junction of Church Lane caused by overgrown trees, and the great concern a terrible accident would occur. A second letter of complaint had also been received and a number of verbal complaints. The overgrown trees (privately owned) were also encroaching on the path making it very difficult to walk or cycle along it. The Clerk explained that we had written to the owner of the property for a few years but little action was taken by the owner to keep the trees trimmed back. It was RESOLVED that the Clerk contact Lincolnshire County Council and request that they take action and cut back the trees on the highway.
iii. The Clerk told the Council she had received the Annual Review of the Lincolnshire Wolds (which had been passed to Councillors by email).

26    Finance and Budgets
a)    It was RESOLVED to approve the payments: Glendale Countryside Ltd, Grass Cutting,w/e 30 April & 21 May 2021 £237.60  and Grass Cutting w/e 11 June 21 £118.80  total £356.40, Clerk, June salary and expenses £192.24, Clerk for Utterby Voice 12 PP (paid online by Clerk) Route1print £121.95, D Gibbs July Bus Shelters £20.00, J Woodward Flowers and peat (B&Q) £22.00, Geoffrey Fitch Noticeboard Refurbishment £250.00 TOTAL £962.59
b)    Following a list of 5 quotations it was RESOLVED that the contract to fell the willow and lift the crown of the millennium oak be awarded to Brookdale Tree Surgery at a cost of £335.00 plus VAT.

27    Planning 
a)    The Clerk advised that an application was showing for the Barn but that we had not yet received formal notification. It was RESOLVED that the Councillors would feedback to the Clerk once ELDC had emailed us and the Clerk comment back to ELDC as we had no meeting in August.

28    Parish Council Amenities (bus shelters, village green, etc)
a)    Welcome Pack - Four welcome packs had been given out.
b)    Village Trees – The Clerk read out the approval to fell the Willow with the conditions.
c)    Village Green – had been an issue with the amount of long grass left on top following cutting, the Clerk had contacted the contractors, but they were unable to ‘collect’ the grass as that machine was in for repair. The cut grass now seemed to have dispersed.
d)    Bus Shelters – All fine.
e)    Utterby Voice – Arrived on Friday and had received very good feedback. Cllr. MW agreed to deliver down Chapel Lane, the Chairman had/or would deliver to the rest of the village.

29    ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc
a)    No urgent issues.
b)    Pollution on the A16 –Cllr Hall (LCC) had investigated with LCC Highways and had been told that to date this was only undertaken in town centres.

30    Notifications
a)    Nothing to report.

31    Date and time of Next Meeting 
a)    Parish Council Meeting on Wednesday September 1st 2021 at 7pm at the Village Hall. There was no meeting in August.

The meeting finished at 7:33pm.

Signed    ___________________                Date________
 

Minutes of the meeting of Utterby Parish Council held     
Wednesday 1st September 2021 at 7.00pm – Utterby Village Hall

PUBLIC FORUM
•    A resident highlighted an issue with weeds in the lane he lived, but reported that a neighbour had contacted LCC regarding this. The resident also reported an issue with a very noxious smelling bonfire. It was suggested by Councillors that we could put an advert in the Utterby Voice again regarding bonfires. 
•    Cllr. Mossop spoke about the Riparian Working Group, responsibilities of residents regarding dykes and waterways. Cllr Mossop asked for an update on the Chapel Lane issue with large lorries delivering building material etc. It was reported that since the large signs had been erected, there had been only a few lorries driving down the lane, but that the builders were noisy which made sitting out in gardens unpleasant. It was reported that each building plot had been sold separately.

    Record of Members Present:
     Present - Cllr Alan Woodward (AW) (Chair), Cllr Nicola Gallant (NG), Cllr John Mackin (JM), Cllr Nicola Mackin (NM), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).

Not Present - Cllr Terry Buckley (TB).
In Attendance - Clerk Maria Vincent, Cllr Mossop (ELDC) and one member of the public.

32.    Apologies Received
None received.
 
33.    To receive any Declarations of Interest under the Localism Act 2011
    None.

34.    Minutes
It was RESOLVED to approve the minutes of the Parish Council Meeting 7th July 2021 as correct record and the Chairman signed them.

35. Council Matters, Actions and Communications
a)    Chairman’s Remarks. The Chairman reported that he had been watering all the flower troughs, that a new one was now installed on the Main Road (and that he had repainted the Main Road sign also). Primulas had been replaced by geraniums. He also reported that he had delivered letters around the green about the felling on the willow tree and that he had completed the Treescape application form to apply for free large trees for the Village Green (see item 38).
b)    Clerk’s Report. The Clerk reported that HSBC would no longer be offering free banking and that the Council would have to pay (from November 2021) £8 per month plus £1 per cheque. The Clerk would look at charges by other banks so that we could assess at a later meeting if it was best to move banks, or at the very least change to internet banking. The Clerk also reported that she had concerns that the grass cutting company were only cutting the verges and village green once a month, but they had confirmed that it was being cut twice a month, they were just a bit behind with invoicing.
c)    Consultations – The Council noted the information sent out by email at the time regarding Anti-social Behaviour, Crime & Policing and the Bus Survey (deadlines passed).
d)    Communications
i. The Clerk read out a letter from the Village Hall Committee regarding concerns that the Village Green trees branches currently hanging over the parking area in the Village Hall would cause an issue with parked cars and also that they were causing an obstruction to the telegraph wires. All Councillors inspected the said issues and it was RESOLVED that the Chairman would arrange to trim the branches hanging over. Cllr JW had spoken to the owners of the bungalow whose telephone wires were running near/through the trees and they had no issues. It was noted that Openreach surveyed trees growing near to wires and that they would alert us to any pruning needed.
ii. The Council noted communications (sent out at the time by email) regarding the Historic Asset Listing, Wolds Police Quarterly Update and the Riparian Working Group (deadline to apply passed). The new Historic Asset Listing was discussed and although many Utterby sites were on there, the Council should check whether the Round House and Ivy Cottage (wattle and daub) should be included.
36    Finance and Budgets
a)    It was RESOLVED to move this item to the end of the meeting (minuted in its original order). It was RESOLVED to go into Closed Session. It was RESOLVED that the Clerk’s hourly payment rate would be increased to point 12 on the pay scale – an hourly rate of £11.53. It was RESOLVED to come out of Closed Session.
b)    It was RESOLVED to approve the payments: Glendale Countryside Ltd -Grass cutting  July 2021 £118.80, Clerk -July and August salary and expenses £377.28, DW Gibbs -August and Sept Bus Shelters £40.00, Brookdale Tree Surgery-Tree felling and crowning £402.00, J Woodward -Planter, plants etc £74.98, David Buckley -Hedges and strimming  May £100.00 TOTAL £ 1,113.06
c)    It was RESOLVED not to use the new LALC audit service and instead to continue to use the  services of Steve Fletcher from Mablethorpe Town Council who had been undertaking the Utterby Internal Audit for the last few years.
d)    Councillors were asked to consider projects for the 2022/23 budget and bring it to the November meeting.
e)    It was RESOVLED to approve the Quarterly Monitoring undertaken end June 2021.

37    Planning 
a)    It was RESOLVED to ratify the comments made for the planning application for N/192/01447/21 The Barn  - “Utterby Parish Councillors who made comment had no objections to this application.”
b)    There were no urgent planning issues to consider. 

38    Parish Council Amenities (bus shelters, village green, etc)
a)    Welcome Pack – No packs had been given out, but Cllr. JM did report new residents in the village.
b)    Village Trees – 
i.    It was reported that the tree work and felling undertaken had been carried out very well. 
ii.    It was RESOLVED to ratify the application made by the Chairman to the Treescapes Fund for 8-10ft silver birch, hornbeam and roan tree.
iii.    It was RESOLVED to speak to the company who did the last tree survey and find out if a budget of £250 would cover a new survey, to check the health of the trees and to clarify types of trees that the Parish Council were responsible for.
iv.    It was RESOLVED to contact a local garden nursery that dealt with large trees to find out the availability and cost of a new weeping willow tree – ELDC have stated that when planted the circumference of the trunk of the new tree, measured at 150 centimetres above ground level, must be 12-14 centimetres. Further that a tree should be ordered and the contractor paid to plant it so that the tree had the best chance of survival. That the position of the tree be near to where the previous willow was felled.
c)    Village Green – All fine.
d)    Bus Shelters – All fine.
e)    Planters – A member of the public offered to water the planter at the end of Grange Lane. The Chairman asked that if any Councillors passed by the planters on their lanes, that they could water them also.
f)    Village Christmas Decorations – It was RESOLVED that the Parish Council would look at decorating the tree on the opposite side of the Village Hall (by wooden sign) with battery/solar lights for Christmas 2021 – these would be the only decorations. If this was successful, they would consider a decorated Christmas Tree on the Village Green in 2022. Clerk to look at prices for lights. 
g)    Utterby Voice – It was agreed that the next Utterby Voice would be published in January 2022.
h)    It was RESOLVED that the Clerk request prices for UK cloud storage.

39    ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc
a)    No urgent issues. 
b)    The Clerk reported that there had been no action by LCC to cut the trees near Church Lane obscuring vision for traffic from Church Lane onto A16, as they were ‘not permitted to prune any hedges/trees under Natural England regulations’ (Cllr Hall suggested this was birds nesting). It was RESOLVED that now we were in the autumn that we should update the request on Fix My Street.
c)    It was RESOLVED to report the hedge overgrowth and poor condition of pathway along A16 on Fix My Street.
d)    It was RESOLVED to report the hedge overgrowth on the Benson Court Hedges to Platform Housing.

40    Notifications
a)    Nothing to report.

41    Date and time of Next Meeting 
a)    Parish Council Meeting on Wednesday October 6th 2021 at 7pm at the Village Hall. 

The meeting finished at 8:31pm.

Signed    ___________________                Date________