Minutes of Martin Parish Council held on
Monday 5th July 2004 at Martin Village Hall at 7.30 p.m.

1. There were apologies for absence from County Councillor P Bradwell. Present: Councillors F Ambridge, H Ambridge, W Busby, M Corbett, J Evans, Z Scoley, M Stephens, C Vickers; and parish clerk M Lockyer. F Phillips joined the meeting at 8.50 pm.

2. There were no declarations of interest at this point in the meeting.

3. The minutes of the meeting held on 4 May 2004 were received and approved for accuracy. Proposed: Cllr Vickers, seconded Cllr Scoley. All in favour.

4. Reports from Outside Bodies
Cllr Ambridge reported on the situation with the playing field: the Environment Agency was concerned about the level of the water table. Hopefully the information they need can be provided from the drill cores already taken.

5. Public Question Time - There were no members of the public present.

6. Matters arising from the previous minutes-
a. Co-option of parish councillor: Cllr Evans had approached Ferguson Phillips who had agreed to be co-opted. Proposed Cllr Scoley, seconded by Cllr Stephens. Unanimously co-opted.
b. Highways: the potholes in Mill Lane have been repaired. Cllr F Ambridge reported that the surface around the pothole repair in Wyatt Close was deteriorating. The clerk to inform Karl Smith at Highways.
c. Neither Jomac and Mr F Phillips feel able to take on the community shelter work because of concern over litigation and public liability. It was agreed to pursue some funding through a crime/disorder grant to pay for a ready made shelter. The clerk to make enquiries.
d. Post Office: Mrs Tim Eastwood has received planning permission.
e. Village improvement officer: a vacancy still exists. Applicants must be over 16 years of age.
f. Amalgamation of small schools: as Cllr Bradwell was unable to attend the meeting, Cllr Scoley reported back from a meeting of parents, County Council representatives and teachers of Martin and Walcott schools. She said the proposal was not to amalgamate the schools, but for them to share one headteacher in order to safeguard other staffing at a time of falling rolls and staffing difficulties. The situation had arisen because the head of Walcott staff had successfully applied for a promotion elsewhere and there had been no suitable applicant to replace him. The current Head of Martin school was willing to take on a shared headship. There would be one governing body. The main benefit would be that the full curriculum could be maintained in each school. The proposal had been positively received at the meeting, and the matter will now go back to the County Council for a decision.
g. More frequent meetings: Cllr Evans proposed that the meetings schedule stay as at present. Seconded by Cllr Scoley. Carried 5 votes to 3.

7. Clerk’s report
a. Burial of Mr Donal Cashman and reservation of plot for Mrs Janet Cashman
b. Clerk’s contract signed
c. Review of clerk’s salary: the contract stated the clerk’s salary should be reviewed each July, and this had not been done for some time. The clerk would need to contact LALC for the current recommended pay scales. Cllr Stephens proposed the salary should be reviewed and payment backdated. Seconded Cllr Busby. All in favour.
d. Filing cabinet: the clerk had tracked down a second hand filing cabinet for £25. It would be available shortly. Cllr M Stephens proposed it should be bought. Seconded Cllr Scoley. All in favour.

8. Financial Matters - approval of accounts
i) Interim report on audit: the accounts had been approved by Diane Byard, the internal auditor, and sent off to the external auditor.
ii) Revised financial summary 2003/4 was presented for approval. The discrepancy of £47 had been an accounting error. The clerk thanked Cllr Corbett for the time spent going through the accounts to help identify the error. On the advice of the internal auditor, the revised summary had also written off 3 unpresented cheques. Cllr Stephens proposed acceptance of the accounts, seconded Cllr Corbett. All in favour.
iii) Balance at 28 June 2004: Current a/c £1638.27 Reserve a/c £6629.78

Cllr Busby commented that it had been agreed with the Drainage Board that the rates could be paid after the allotment rents had been collected in October. The clerk thanked him for the information and would act on it.

9. Correspondence
Correspondence for information
• NKDC: street numbering: New property: 33 Moor Lane
• Police newsletter
• Rural Links newsletter
• Mentoring Service: volunteers
• LCC: Traditional Road Signs in Lincolnshire
• LCC Access Information and Public Rights of Way
• LCC Highways and Planning information
• Lincolnshire Road Safety Partnership Newsletter
• NKDC: Standards Committee Agenda, Minutes and Reports
• LALC County Circular
• Lincolnshire Police Authority: ‘Beyond Tomorrow’ booklet
• West Lincs Primary Care Trust: leaflets/poster
• NK Community Safety Partnership: ‘Together: Tackling Anti-Social Behaviour’
• Home Office: Closure of Holy Trinity Churchyard: A copy of this letter has been sent to Nina Camm at NKDC who has forwarded it to the legal dept
• NKDC: Kerbside Recycling Extended Discussion about provision of bin in burial ground. Cllr F Ambridge proposed applying for another bin, with a brown lid for green waste and glass. Seconded Cllr H Ambridge. All in favour.
• Environment Agency: River Witham Works – information passed to Cllr Busby
• Countryside Agency: Provisional Map of Registered Common Land. It was noted that there is no registered common land in the parish
• NKDC Local Plan Inquiry: Council’s Written Representation in respect of objection: timetable
• NKDC: Drinking Water Quality Reports are available
• Independent Memorial Headstone inspection: information from a company offering an inspection service. Cllr Stephens suggested that we should seek guidance from LALC on this issue, and check the detail on our insurance policy. The council’s policy in respect of this to be reviewed at the next meeting.
• LCC: Performance and Budget Plan: available on the Council’s website

Correspondence for action/decision
a. Youth Transport Project: information passed to Cllr Phillips to respond to
b. LCC deposit Draft Lincolnshire Waste Local Plan: Cllr Stephens to read and send response
c. NKDC: Mobile Skate Park Project: Cllr Phillips to complete questionnaire
d. LCC: Draft Community Safety Strategy: Cllr Scoley to read and respond
e. LALC: AGM and Conference 30 October 2004 plus various training meetings: It was decided not to send a delegate to the AGM and Conference. The clerk had provisionally reserved a place on a financial management training evening. Cllr Stephens proposed that this be approved. Cllr Scoley seconded. All in favour.
f. Lincolnshire Police Authority: Local Police and Community Forums: dates noted
g. LCC: Free Trees for Parishes Scheme: it was agreed to order one rowan and one silver birch for the playing field.
h. NKDC: Community Funding News
i. Leisure in the Community: 2004 Leisure Directory plus survey: Cllr Evans to respond to survey
j. NKDC Local Plan Inquiry Programme: the Parish Council’s objections to the classification of Martin Dales as a hamlet had not been successful. The clerk to write with a comment on the decision, with particular reference to the number of employers: the inquiry said there was only one, whereas there are in fact 8 or 10.
k. NKDC: Priority Consultation Exercise Cllr Corbett to read and respond. The clerk to photocopy and return to NKDC
l. BT payphones: BT is again proposing to remove the Martin Dales payphone. After discussion, it was agreed not to object as it was felt that all the residents would have a phone and fishermen nowadays generally carried mobiles.

10. Planning Applications - since the last planning meeting on 25 May 2004, permission has been granted on:
o 2 storey extension, Dormer House, Martin Fen
o Conversion of display area to additional living accommodation, Jacksons of Metheringham, South Drove
o Conversion of barn to two retail units, Holmdale House
o First floor extension, 4 High St, Martin
o Conversion of shop/showroom into single retail premises with new shop front, 88 High St
o Change of use of outbuildings to form 3 bed and breakfast units, 92 High St
o Extension to dwelling, Willow Farm, North Drove, Martin Fen

Planning applications have been received on:
• Erection of extension to rear of 91 High St: no objections
• Erection of bungalow and garage, rear of the Royal Oak PH: no comments

11. Items for discussion and information
a. 30 mph speed flashing notice: Cllr Evans reported on the effectiveness of such signs in Norfolk. Cllr Stephens proposed, Cllr Phillips seconded, all in favour, that LCC be contacted re erecting speed notices at each end of the village.
b. Newsletter: a discussion about the future of the newsletter. Cllr Evans to speak to the chair of Timberland parish council to see what their thoughts are.
c. Cutting of burial ground hedge: Cllr Evans had noted that the hedge needed to be cut on the parish side. The Linwood Rd side had been done by David Fletcher. After discussion, Cllr Busby proposed that Cllr Evans had a word with David Fletcher about cutting the parish side. Cllr Corbett seconded. All in favour.
d. Cllr F Ambridge raised an issue about the funding of the Village Hall. The parish council in the past had loaned or donated £2000 to the Village Hall committee towards the rewiring of the hall. There was some uncertainty about whether it was a loan or donation, and Cllr Ambridge would like to have it clarified as it appears on the Village Hall balance sheet as an unpaid loan. Having explained the issue, he declared a prejudicial interest. Cllr H Ambridge and Cllr Scoley also declared prejudicial interests. After discussion, Cllr Busby proposed that the item be deferred to the next meeting, as no notice had been given and the clerk was unable to clarify the issue immediately. Seconded Cllr Stephens, all in favour. The clerk would check back through the records for the next meeting. Cllr Stephens proposed that the Village Hall Committee should apply formally in writing to the parish council for clarification. Cllr Busby seconded. All in favour.
e. Cllr Busby reported that the grass on the islands at the bottom of Kirkstead Bridge had only been cut on the outside, and not all over, as had been promised by Alan Aistrup at the Annual Parish meeting. The clerk to contact Alan Aistrup and thank him for the partial cut, and request a full cut.
f. Summary Financial Account: Cllr F Ambridge commented on the negative balance of £590.94 on total payments/total receipts. The clerk agreed this was unsustainable in the long term. She pointed out that the precept request of £1800 for 2003/4 was probably too low. The request for the current year had been £2300, and it might have to be greater next year. The council will have to ensure that donations and S137 payments are in line with the available income.

12. Date of next meeting was arranged for Tuesday 27 September at 7.30pm.