2025 Minutes

 

15-minute public forum – Colin Emery in attendance.  Chairman welcomed Colin to the meeting, who had questions surrounding the playing field, which he feels has been on the decline for the past 45 years. However, he was pleased to see that councillors were becoming more proactive and involved trying to promote sporting teams and dedicating their own time free of charge to improve the ground. He also noted that he had seen a more positive approach with agenda items and subsequent minutes.  Although the playing field committee had been put on hold whilst discussion with LCC on the Chance to Share Agreement took place, Colin was keen to see some small improvements made to the field in the short term.  These included items such as tractor tyres and tree trunks for children’s amusement and picnic benches for families, as currently there was nowhere to sit, these could double up as seating for spectators to watch the cricket. This idea was further confirmed by a survey carried out by T Morris for the playing field committee. Colin also raised concerns he had with the multi-use games area and its current condition, due to lack of ongoing maintenance over a long period of time resulting in damage and overgrown nettles and weeds, and it would be great to see this facility reinstated and back in use. Cllr B Allison thanked Colin for his comments and suggestions. As the playing field and Chance to Share would further be discussed as an agenda item Colin stayed for the remainder of the meeting. 

 

In Attendance - Cllr B Allison, Cllr Butroid, Cllr C Allison, Cllr King, Cllr Tompkins, Cllr Tinker, C Graves (clerk).

 

1. Apologies for Absence – Cllr Parry, Cllr Field - apologies accepted.

 

2. Minutes of the Meeting held on Monday 10th March 2025 - The minutes of the previous meeting were agreed as a true and accurate record.  Proposed by Cllr Butroid.  Seconded by Cllr C Allison.

 

3. Declarations of Interest – Cllr Tinker (6d) (6e).

 

4. Accounts – Monthly financial statement distributed prior to meeting. Clerk advised that the direct debit payments relating to SCIS were inclusive of VAT which had not been reflected in the financial statements previously.  Clerk to rectify.  Cllr B Allison noted that it was reassuring that we had a good strategic reserve which did not include the money ring-fenced for improvements to the cemetery carriageway. Accounts were proposed as a true and accurate record by Cllr Tompkins.  Seconded by Cllr C Allison.

a) Budget Setting 2025/26 - Cllr B Allison distributed the budget report 1st April 2024 to 31st March 2025 which included projected income and expenditure for 2025/26, based on agreed increases in fees and precept and a calculated percentage increase in the past 12 months. He gave an overview of the report and it was noted that the exact VAT rebate was not yet known, however, it was estimated that this would be similar, if not more, than that claimed for the 2022/24 period, Clerk to action. It was noted that there had been some substantial expenditure including the felling of the trees at the rear of the playing field and the culvert clearance, which would be included in expenditure for next year.   However, as sporting teams were now responsible for their own line marking this would be cost saving.   Cllr Tompkins requested that consideration be given to upgrading the clerk’s IT equipment, following difficulties she had recently encountered.  Cllr B Allison replied that following discussion with the clerk a quarterly review of finances would be distributed, in addition to the monthly report and upgrading IT could be considered at a later date.

b) Annual Governance Accountability Return 2024/25 - Clerk requested that consideration be given to Shucksmith Accountants (formally Rigel Wolf) be appointed as internal auditor prior to our external audit submission (AGAR).  Proposed Cllr Tompkins.  Seconded Cllr Butroid. Clerk to action.

 

5. Community Safety (Crime, Vandalism, Anti-Social Behaviour & Speeding)

a) New Crime Reports –  Cllr Butroid reported that the police were aware of an ongoing issue of anti-social behaviour on Field Lane.   It was noted that a recent road traffic collision had taken place involving a tractor and car on Crooked Billet Street closing the road for some time.

b) SID Data -  Cllr B Allison distributed data report for the period 1st January to 31st March.   This report would be shared with Lincolnshire Police and Cllr B Allison would enquire whether any speed checks had been carried out, or planned for the near future.

 

6. Playing Field & Shared Community Facilities

a) Chance To Share - Cllr B Allison informed the council that following a face to face meeting on 27th March attended by Cllr Tompkins, himself, headteacher and business manager of Morton Trentside along with LCC asset reprentatives a formal response had been drafted which Cllr B Allison shared with the council.  It was disappointing that a member of the governing body was not present.  

In summary:- the proposal by LCC that the shared agreement be terminated with the portion of the field owned by Morton Parish Council being freed from the terms of the agreement so it could then be utilised without restriction and the joint faciltiies be returned for sole use by the school.  In order to provide security for the schools use of this portion of the field it was also proposed that the school would fence off its part of the field.  The council has taken time to consult with various groups that use the field, including Morton Cricket Club, and review the documentation relating to the field and joint facilities, which has taken some time due to the long historical aspect of the matter. After careful consideration of all the facts and figures the council has decided that the current proposal by LCC would not sufficiently advantage the community and did not take into account the spirit of the shared agreement. Therefore the council will continue to use the joint facilities and field in accordance with the lease agreement and seek ways to make better use of it as a local community space. 

Discussion took place on the possible purchase of the portion of the field that belonged to LCC, however, due to statutory guidelines surrounding the sale of school playing fields, this was not currently an option and would have to be researched in further detail.   It was noted that the school also raised concerns regarding the outcome of health and safety inspections that they had carried out of the joint facilities, however, such reports had not been shared with the council who had not been involved in any inspections of the facilities.  Cllr B Allison had requested that the council have copies of all reports relating to the joint facilities.  Further discussion took place regarding perimeter fencing, costs and ensuring the community continue to feel involved and updated.

It was proposed by Cllr C Allison that the formal response be submitted to LCC.  Seconded by Cllr Butroid.   All in agreement.   Clerk to action.

b) Playing Field name and signage - Clerk reported that she was awaiting communication from Fields in Trust following an enquiry made on signage and the official name of the field.   Cllr Tinker requested that the council consider signage options that included Morton Football Club and would provide some quotes.  Cllr Butroid to look into signage for the joint facilities.

c) Field Hire Update - Clerk advised that she had received an enquiry from GMC Tuskers and what constituted as a chargeable practice session.   Clerk to liaise further with the team.  Stridors would commence their couch to 5k sessions on 29th April for 8 weeks. 

d) Rabbits - Cllr Tinker informed the council that he had received a quote for management of the rabbits.   He was advised that any quotes be sent to the clerk in the first instance with the appropriate evidence of insurance and licenses, prior to a formal agreement by the council.   Cllr Tinker also shared possible plans for a container that could be used as  changing rooms and include outside seating for football, which would be purchased through funding from WLDC.   Cllr B Allison asked for a show of hands following this proposal, however, the council would need to be kept fully informed and updated on such plans as and when they happen.  Cllr Tinker shared his concerns on entry to the bank from Trentside, as there was no bollard or gate which left it susceptible to vehicles entering the bank which could cause damage in the long term.  He was advised to look into this with the Environment Agency.

e) Hard Court Repair - Cllr King agreed with concerns raised by Colin Emery on the lack of  ongoing maintenance of the multi-use games area.   This was a long term issue which now required a scheme of improvement to the fencing and hard court base and regular upkeep.  He would liaise with the clerk in an attempt to move things forward and  try and get at least three quotes for the work.

 

7. Burial Ground - Clerk advised that she had received notification from LCC that work on the culvert would commence on 22nd April.  Cllr C Allison reported that the saplings had been planted with help from Cllr Butroid.  Clerk wished it to be noted that Mr F Cave who gave up his own time, free of charge to clear the path up to the cemetery gates and keep the edges neat and tidy.   He asked the clerk whether the council would have objections if he gave the gates a coat of paint.   No objections.

 

8. Planning Matters

a) Important Open Space, Field Lane - Deferred.

 

9. Village Environment

a) Fix My Street – report for April circulated by Cllr B Allison and noted by all.

 

10. Tyler Trust – Cllr Butroid reported nothing to update.

 

11. Village Hall Representative – Cllr C Allison would attend the next meeting of the Village Hall the following  week.

 

12. Community Assets – Cllr King requested that seating for the playing field and bus stop be put on the next agenda.  Clerk to action.

 

13. Policy Review - Final draft of Record Retention Policy circulated prior to meeting.  Proposed Cllr Butroid.  Seconded Cllr King.   Clerk to arrange uploading to website. 

 

14. Councillor Updates - Cllr C Allison advised that she was grateful for the support received by volunteers to knit poppies.  These would be displayed around the village, church and lamp posts between early May until November.   Funds raised from the Egg Hunt this year would be for the Royal British Legion. 

 

15. Items for Inclusion on next Agenda 

a) Playing field seating

b) Multi-use games area

 

16. Date and time of Next Meeting – Monday 12th May 2025 at 6:30 to be held at the Community Room, Morton Trentside School following the Annual Assembly of the Parish Meeting.  Apologies were given in advance by Cllr King and Cllr Tinker.

 

Meeting closed at 8.33 pm.