Meetings 2022-23

Minutes of the Annual meeting of Utterby Parish Council held                                 

Wednesday 4th May 2022 at 7.00pm – at Utterby Village Hall

1.  Elections

1. It was RESOLVED to elect Cllr Alan Woodward as the Chairman of Utterby Parish Council.
2. It was RESOLVED to not elect a Vice Chairman of Utterby Parish Council.

PUBLIC FORUM

• A resident congratulated the Council on all their hard work over the previous year.
• A resident reported that one of the developments on land at Grange Lane/Chapel Lane was not as agreed originally. The Clerk reported that this complaint had now been sent to the Planning Enforcement and they were investigating. The resident had concerns that the development had devalued their own property.

       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), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).
 

      
Not Present - None

In Attendance - Clerk Maria Vincent, Cllr Edward Mossop (ELDC), Cllr Alex Hall (LCC) and four members of the public.
 

2.   Apologies Received
None.
 

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 6th April 2022 as correct and the Chairman signed them.
 

5.   Council Matters, Actions and Communications

1. Chairman’s Remarks. The Chairman reported he found it useful delivering the invites to the Annual Parish Meeting to the residents as he met with those in the village and also had the opportunity to look at the condition of the Council’s assets. He also reported that he had spoken with the two residents from Benson Court who had attended the Annual Parish Meeting and that he would leave the situation with Cllr Mossop as the ELDC Councillor.
2. Clerk’s Report. The Clerk reported she hadn’t heard back from HSBC following the application for internet banking and so that was looking hopeful that the application would go through.
3. Following a review it was RESOLVED to accept the Asset Register as circulated to Councillors as of end March 2022 with the new estimates of value for insurance costs to replace those out outdated.
4. It was RESOLVED to approve Standing Orders with no changes apart from date.
5. It was noted that the Financial Regulations were reviewed and updated in March 2022.
6. It was RESOLVED to approve the Code of Conduct with no changes apart from date.
7. It was RESOLVED to approve the Complaints Procedure with no changes apart from date.
8. There were no consultations to review.
9. Communications were received and noted regarding emails from the Lincolnshire Road Partnership (under LCC section of agenda), from Tattershall Parish Council regarding noise issues at a festival due to be held near Utterby (Cllr Mossop to investigate) and LVET regarding resettlement of refugees (it was RESOLVED that the Clerk would email details of Church and Village Hall in the village), and an email regarding the suggestion of having a flag pole to mark the Platinum Jubilee.
10. Queen’s Jubilee – the Council RESOLVED that they wanted to mark the occasion and that a brass plaque (approximately 8x10 inch) on a stake would be ordered and placed in front of one of the new silver birch trees with the text and logo circulated at the meeting, cost in the region of £180-£200.

 6   Finance and Budgets

1. The Clerk reported that over the 2021/22 financial the council had outgoing expenditure of £8646 and income from the precept, LCC parish agreement and VAT refund of 10,199. This has left us with £15,562.44 carried forward into the next financial year – in 2021/22 we had carried forward £14009.66. The Council accept the end of year 2021/2 finance information including the quarterly monitoring report from Dec-end March 22 (undertaken the previous month by Cllr Gallant).
2. It was RESOLVED  to approve the budget sheet and financial information for 2022/23.
3. It was RESOLVED to approve payment for the second year of the Parish Council’s Insurance policy (3 year term) of £460.95 due 01/06/2022 from AJG Community Schemes Gallagher insurance
4. It was RESOLVED to approve all the payments: Gallagher, Insurance premium £460.95, DW Gibbs, May bus shelter cleaning £20.00, Clerk, Clerk salary for April 22  £212.47, HM Revenue and Customs Only120PX00376161 NI and TAX April 22 £2.40, Glendale Countryside Ltd Verge and Village Green grass cutting 1/4/22 and 22/4/22 £260.93 TOTAL £956.75
5. It was RESOLVED to receive and note the Internal Auditor’s report.
6. Annual Governance and Accountability Return 2021/22
   1. It was RESOLVED to agree that the Council was eligible to apply for the Certificate of Exemption, it was approved and authorised that the Chairman and Parish Clerk sign it and that the Parish Clerk send it to the auditors, PKF Littlejohn LLP.
   2. The Annual Governance Statement was reviewed; it was RESOLVED to approve it and authorise that the Chairman and Parish Clerk sign it.
   3. Following the presentation of the Accounting Statements certified by the Responsible Finance Officer, the Council approved them and authorised the Chairman to sign them.
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.
9. It was noted that the contact information for the Chairman and Clerk be sent to PKF Littlejohn LLP.

7     Planning

1. No urgent plans to consider.
2. Planning Updates – It was reported that Planning Enforcement were investigating the complaint regarding land at Chapel Lane/ Grange Lane.
    

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

1. Welcome Pack. None given out.
2. Utterby Tidy Up Campaign 2022– It was RESOLVED to defer this until 2023.
3. Verges and Village Green – The Chairman reported that there were some gaps in the daffodils in the verges and that one of the residents had volunteered to put some sticks in so that we could look at planting some more bulbs when the time was right.
4. Bus Shelters – The Bus Shelter near to the Kissing Gate on A16 needed some work, the undergrowth had grown through the bottom planks and the Perspex needed replacing. It was RESOLVED that the Clerk would obtain quotes, Cllr JW to send photos of the shelter to send out for quotations.
5. Utterby Voice – Due to be printed in July 2022. Cllr AW is to include in the UV an interview with Stuart Sharp in the village as he was living in the village at that time. The reports from the Annual Village Meeting would also be included.
    

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

1. It was reported that the complaint regarding the lamp post on the entrance to the Grange Lane/Chapel Lane development was being investigated. Further it was reported that the Main Road village sign which was in very poor condition was going to be replaced by ELDC after the Clerk reported its poor state.

10  Notifications

1. Nothing to report.

11  Date and time of Next Meeting

1. Parish Council Annual Meeting on Wednesday June 1st 2022 at 7pm at the Village Hall.

The meeting finished at 8:30pm.
 

Draft Minutes of the meeting of Utterby Parish Council held                                  

Wednesday 1st June 2022 at 7.00pm – at Utterby Village Hall

PUBLIC FORUM

• A resident commented that they were disappointed regarding Planning Enforcement’s decision to close the case of the complaint against plot 2 on Jacob’s Close - development not in accordance with the approved plans on planning.
• A resident reported that there had been a substantial increase of littering at the lay by near to the bridleway on Church Lane and asked if the Council would request a litter bin there.

       Record of Members Present:

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

      
Not Present - Cllr John Mackin (JM), Cllr Nicola Mackin (NM) and Cllr Matthew Wright (MW).

In Attendance - Clerk Maria Vincent and three members of the public.
 

12. Apologies Received
Cllrs: JM, NM and 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 Annual Parish Council Meeting 4th May 2022 as correct and the Chairman signed them.
 

15.      Council Matters, Actions and Communications

1. Chairman’s Remarks. None.
2. Clerk’s Report. None.
3. There were no consultations to review.
4. Communications were from a resident from Benson Court, regarding progress, and the Clerk had replied that Cllr. Edward Mossop was corresponding with Platform Housing with regards to this matter.

16  Finance and Budgets

1. It was RESOLVED to approve all the payments: Clerk (GRS Signs jubilee Plaque invoice paid by credit card) £162.00, Clerk salary and expenses for May 22 £225.31, HM Revenue and Customs Only120PX00376161 NI and TAX April 22 £2.60,  J C Woodward, peat and flowers for planters £121.44 Total  £511.35
2. It was noted that the AGAR had been sent and received by email by the auditors PK Littlejohn.
3. It was RESOLVED to agree that Dave Skells Traffic Management Ltd refurbish the bus shelter at a cost of £486 plus VAT and that the Clerk had only received a quote from one contractor on this occasion.

17  Planning

1. There were no urgent plans to consider.
2. Planning Updates – It was noted that Planning Enforcement had closed the investigation as to the complaint regarding plot 2 land at Chapel Lane/ Grange Lane (Jacobs Close) and that the Council were very disappointed that plans could be changed significantly after they had been approved with no consequence. It was RESOLVED to write to Cllr Mossop (ELDC) with our concerns and copy in the relevant planning enforcement officer.
    

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

1. Welcome Pack. One given out.
2. Verges and Village Green – The Chairman reported that David Buckley had requested if he could strim the Kissing Gate way more often but for the same combined price and it was RESOLVED that this was acceptable.
3. Bus Shelters – The Clerk reported that David Gibbs was currently ill and unable to clean the shelters.
4.  Utterby Voice – This would be a 12 page edition in July 2022.

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

1. Benson Court - It was noted that Cllr Edward Mossop was liaising with Platform Housing with regards to Benson Court.
2. A16 Speed Issues - It was noted that the police speed checks seem to take place on a Sunday when the A16 is at its quietest.
3. Any urgent issues - It was RESOLVED that the Clerk would progress a request for a bin on Church Lane and also laminated some littering signs that could be put up down Church Lane.

20  Notifications

1. Nothing to report.

21  Date and time of Next Meeting

1. Parish Council Meeting on Wednesday July 6th 2022 at 7pm at the Village Hall.

The meeting finished at 7:45pm.
 

Signed           ___________________                                     Date________________________

 Minutes of the meeting of Utterby Parish Council held                                               

Wednesday 6th July 2022 at 7.00pm – at Utterby Village Hall

PUBLIC FORUM

• A minute’s silence was held in memory of the two residents who recently died in a house fire on the main road.
• A resident expressed their concerns regarding a tree which was on plot 2 of the Grange Lane/Chapel Lane development (Jacobs Close), and wanted to ensure it was protected and would not be cut down. The Clerk advised she would send the resident the link to the e-mapping service of ELDC TPOs so that he could check.
• A resident reported that there had been some fly tipping down the end of Church Lane near to the bog poo bin. The Chairman reported that further to their complaint about litter last month he had visited that area, and didn’t find too much litter, mainly fast food packaging, but that we had produced a number of posters asking people to put litter in bins or take home and that these would be put up around the village. The Clerk would add fly tipping to Fix My Street.
• Two residents were not happy with the outcome of the recent enforcement complaint regarding Plot 2 Jacobs Close development, as the case had been closed. Cllr Mossop reported he had written to the Planning Portfolio holder and that he would also look into the case. Cllr AW expressed disappointment that costs of intervening into cases of enforcement were prohibitive and therefore it meant that applicants could change their plans without any comeback. Cllr Mossop did stress that all building work had to be signed off otherwise the house in the future could not be sold.

       Record of Members Present:

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

       NB: Cllr TB arrived at 7:05pm

      
Not Present - Cllr Nicola Mackin (NM) and Cllr Nicola Gallant (NG)

In Attendance - Clerk Maria Vincent and four members of the public, Cllr Hall (LCC) and Cllr Mossop (ELDC).
 

22. Apologies Received
Cllrs: NG and NM.
 

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

       None.

24. Minutes
It was RESOLVED to approve the minutes of Parish Council Meeting 1st June 2022 as correct and the Chairman signed them.
 

25.  Council Matters, Actions and Communications

1. Chairman’s Remarks. The Chairman reported that the Platinum Jubilee brass plaque was now in place in front of one of the new silver birch trees.
2. Clerk’s Report. None.
3. Consultations – The information sent regarding the Lincolnshire Minerals and Waste Local Plan: Issues and Options and Call for Sites was noted.
4. Communications were noted from LIVES (a promotional event at the Epic Centre) and from the Anne Robson Trust and it was RESOLVED that a poster/advert be included regarding ‘carers’ help in the January 2023 edition of the Utterby Voice.
5. It was RESOLVED that a slip of paper would be added to each Utterby Voice before posting to residents expressing the Parish Council’s sadness at the death of the two residents in the recent house fire.
    

26 Finance and Budgets

1. It was noted that an email had been received from the external auditors PKF Littlejohn LLP that they had received and logged the notification of exempt status for the year ended 31 March 2022.
2. It was RESOLVED to approve the following payments: Clerk - Utterby Voice- Trade Print £113.54 and Salary & expenses June 2022 £213.48; HM Revenue and Customs Only120PX00376161 -NI June 2022 £2.60; Glendale Countryside Ltd -Grass Cutting  13th May 2022 £130.46; Brookdale Tree Surgery Ltd - treework £480.00; DW Gibbs July cleaning of bus shelter £20.00; Dave Skells Traffic Management Ltd - Bus shelter refurb  £583.20; Glendale Countryside Ltd - Grass Cutting  3 and 17 June 22 £260.93 TOTAL £1,804.21. Cllr JW asked that the Council look into the payment to Brookdale  Tree Surgery Ltd as she said it appeared little work had been done for the cost, but it was agreed that it was difficult to quantify the work undertaken for the cost, but that tree work had been carried out and so the invoice should be paid on this occasion.
3. It was RESOLVED that all current signatories on the bank mandate were to be set up as secondary users and have online access to approve payments only, and that the Clerk obtains account details from contractors to pay invoices by electronic transfer from August 2022 or as soon as the secondary users are established.
4. It was RESOLVED that a payment schedule be sent by email to all Councillors at the beginning of August for August 2022 payments so that these can be approved by all Councillors (at least 3 if Councillors away on holiday) and paid electronically, then payments ratified at the September meeting 2022.

27  Planning

1. Urgent Planning Applications - The Clerk had seen application N/192/01250/22 | Planning Permission - Erection of a detached garage. | ESTEVAN, CHAPEL LANE, UTTERBY, LOUTH, LN11 0TR on the planning list email but had received no consultation info, and therefore as the Parish Council did not have a meeting in August, they considered the information and RESOLVED to support the application when consulted on it.
2. Planning Updates – It was noted that Planning Enforcement had closed the investigation as to the complaint regarding plot 2 land at Chapel Lane/ Grange Lane (Jacobs Close) and that the Council were very disappointed that plans could be changed significantly after they had been approved with no consequence. The full reply regarding the case from the Planning Officer was read out. Cllr Mossop (ELDC) had contacted the Portfolio holder at ELDC with our concerns and he had replied giving some hope that he may be able to follow up on this.
    

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

1. Welcome Pack. None given out.
2. Verges and Village Green – it was RESOLVED to contact the mole man and ask him to set more traps on Village Green and at Grimsby end of village on the verges as the mole hills had started to appear again.
3. Bus Shelters – The Clerk reported that work had been undertaken on the south end bus shelter of A16. The Clerk to ask for a quote on replacing the perspex (and re staining) on the bus shelter opposite Benson Court. The Clerk reported that the telephone box that we care for on behalf of BT was starting to look tatty inside and out and asked if DW Gibbs could be asked to brush out each month as there were a lot of dead insects on the floor. It was RESOLVED that the Clerk ask DW Gibbs to add the telephone box to his list of venues to clean and also that the Clerk contact BT to ask for paint supplies, and further request a quote for painting the telephone box again from contractors.
4.  Utterby Voice – This was given out to councillors to deliver around the village.

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

1. Benson Court - It was noted that Cllr Edward Mossop was still liaising with Platform Housing with regards to Benson Court. A resident reported the gutters had finally been cleaned after years of waiting, but also now there were mice in the house. It was also RESOLVED that the Clerk contact the maintenance officer at Platform Housing to request they cut the hedge on the front as brambles were growing out onto the main road path.
2. Any urgent issues - It was noted that the Clerk had reported that two bins in the village were overfull of rubbish and had reported on Fix My Street.

30  Notifications

1. Nothing to report.

31  Date and time of Next Meeting

1. Parish Council Meeting on Wednesday September 7th at 7pm at the Village Hall.

The meeting finished at 8:07pm.
 

Signed           ___________________                                     Date________________________

Minutes of the meeting of Utterby Parish Council held                 

Wednesday 7th September 2022 at 7.00pm – at Utterby Village Hall

PUBLIC FORUM

• A resident congratulated the Parish Council on the latest publication of the Utterby Voice. He suggested that we could do a letters/email page.

       Record of Members Present:
Present - Cllr Alan Woodward (AW) (Chair), Cllr Nicola Gallant (NG), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).
    
Not Present - Cllr Terry Buckley (TB), Cllr Nicola Mackin (NM) and Cllr John Mackin (JM).

In Attendance - Clerk Maria Vincent, one member of the public and Cllr Mossop (ELDC).

32. Apologies Received
Cllrs: NM and NM.

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

       None.

34. Minutes
It was RESOLVED to approve the minutes of Parish Council Meeting 1st June 2022 as correct and the Chairman signed them.

35.  Council Matters, Actions and Communications

1. Chairman’s Remarks. The Chairman reported that the refuge had not yet been repaired and that the Benson Court hedge had not been cut very well and brambles were intruding onto the walkway.
2. Clerk’s Report. None.
3. Consultations – None.
4. Communications were noted from County Views, resident sending details of a MacMillan event on 30th September in Village Hall, Anglian Water regarding new reservoirs, Equinox Festival regarding complaints telephone numbers, Louth Town Council re: Active Travel Scheme in Louth, South & East Lincolnshire Good Causes Lottery, Good Home Alliance, Nalc civility and respect – to put on agenda at a forthcoming meeting.

36 Finance and Budgets

1. Due to HSBC internet banking not able to function in the manner that the council were told it could, it was RESOLVED that the council would change to the Unity Bank that can operate with the Clerk setting up payments and two councillors authorising them. Further that HSBC internet banking would be removed as soon as possible and in the interim of changing banks, cheques would be used for payment.
2. It was RESOLVED to approve payment of the Clerk’s membership of SLCC at a cost of £80.
3. It was RESOLVED to ratify payments made on approval by email in July 2022. (To note increase in costs from David Gibbs, as per email sent to Councillors). DW Gibbs bus shelters plus phone box £30.00; Glendale Countryside Ltd 5th July verges cut £130.46; HM Revenue and Customs NI July 2022 £2.60. TOTAL £163.06
4. It was RESOLVED to approve the September payments schedule: DW Gibbs 1st August 2022 Bus shelter and phone box £30.00, HM Revenue and Customs Only120PX00376161 August 22 Tax £2.40, Clerk salary and expenses in July 22 £216.62 Clerk salary and expenses in Aug 22 £205.27 Clerk Reimbursement for SLCC membership £80.00, Glendale Countryside Ltd August 2022 verges cut £130.46  TOTAL £664.75 
5. It was RESOLVED to opt in by default to be a part of the SAAA sector led auditor appointment regime (Under the Local Audit (Smaller Authorities) Regulations 2015) for the next five years.
6. Following Cllr NG completing the checks, it was RESOLVED to approve the Quarterly Monitoring for April –end June 2022.
7. It was RESOLVED that a flyer would be sent out to all residents in October, to invite them to come along to the November meeting to contribute to suggestions on items people would like to see in the village (2023/24 budget). Councillors to also contribute at this meeting with suggestions.
8. It was RESOLVED to accept the single quote received from Dave Skell’s Traffic Management Ltd at a cost of £465.00 plus VAT to repaint and replace the Perspex on the Bus Shelter across the road from Benson Court.

37  Planning

1. Urgent Planning Applications – None.
2. Planning Updates – The following application permissions were noted: Land Adjacent Halcyon, Chapel Lane, Utterby - Approved. Land West Of Montana, Ings Lane, Fotherby, Louth - Refused Estevan, Chapel Lane, Utterby, Louth, LN11 0TR Approved.

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

1. Welcome Pack. None given out.
2. Verges and Village Green – mole hills have subsided.
3. Bus Shelters – Nothing further to acceptance of quote to refurbish.
4. Utterby Voice – A few residents had been in contact to express their appreciation of the current edition.

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

1. Benson Court – Nothing further to note from ELDC.  Cllr MW expressed his concern that source heat pumps had been installed in Benson Court, and this form of heating was very expensive now that the electricity prices have greatly increased. It was RESOLVED that the Clerk contact the maintenance officer at Platform Housing to request they cut the hedge on the front a bit more as brambles were still growing out onto the main road path.
2. Any urgent issues – A resident near Holywell Lane on the A16 had reported an issue to the Clerk regarding loud banging from the road surface on occasion when traffic passed. The Clerk had reported on Fix My Street and though investigated LCC considered there was no issue. Following this the resident phoned LCC and explained the issue, and likely to be under the road surface. They have now inspected and feedback is awaited.
3. A16 RTA – This accident was near to the place where the house fire was a few months back. It was RESOLVED that the Clerk write to Lincs Road Partnership to find out the outcome of this accident.

40  Notifications

1. Nothing to report.

41  Date and time of Next Meeting

1. Parish Council Meeting on Wednesday October 5th at 7pm at the Village Hall.

The meeting finished at 8:26pm.

Signed           ___________________             Date________________________