MAY MINUTES Minutes of meeting held at 7:30pm on Tuesday 16 th May 2017 at Peckleton Village Hall

Transcription

1 With Stapleton & Kirkby Mallory MAY MINUTES Minutes of meeting held at 7:30pm on Tuesday 16 th May 2017 at Peckleton Village Hall Present: Cllr P. Chick (Chairman) (P) Cllr A Porter (Vice Chair) (S) Cllr M. Hill (P) Cllr E. Hubbard (S) Cllr F Barson (KM) Cllr J Newbury-Smith In Attendance: Mrs A Stretton (Clerk and Responsible Financial Officer) 17/025 Welcome/Apologies for Absence The Chairman welcomed everyone to the meeting and the Council noted that apologies had been received from Cllr Surtees (HBBC), Cllr Sutton (HBBC), Cllr Camamile (HBBC) and Cllr Crooks (LCC) 17/026 Declarations by Members of Pecuniary and Non-Pecuniary Interests (In relation to Agenda items) including requests for dispensations. None. 17/027 To Review, Approve and Sign the Minutes from the Meeting held on Monday 24 th April Members reviewed the minutes of the Parish Council Meeting held on Monday 24 th April RESOLVED: To accept and to sign the minutes as a true and accurate record. Cllr Barson proposed, all agreed. 17/028 Matters Arising/Update of actions from previous Minutes: 17/028.1 Electricity Supply. The Clerk reported that she had looked into reducing the cost of electricity and the possibility of entering into a group contract with a supplier. RESOLVED: The Clerk to continue to look into this including contact with LRALC. 17/028.2 Stan Pitt Award. Cllr Chick proposed that a copy of the photograph taken of the finalists should be framed and provided to each of them this year and in the future. RESOLVED: Clerk to organise 3 pictures and frames for the 2017 finalists. RESOLVED: Pictures to be provided after future events. 17/028.3 Website/2Commune. Cllr Chick reported that he had spoken with Andy Elton, the IT consultant who reported no issues with the website. Mr Elton had reviewed the provision on the website for document sharing and felt that the Google Drive currently in use was more flexible and recommended that Council continue to use the Google Drive. RESOLVED: To continue to use 2Commune as supplier of the website and to continue to use the Google Drive for document sharing. 17/029 Reports from County and Borough Councillors Clerk to ensure that any reports received are placed on the Google Drive and the website. 17/030 Parishioners Question Time There were no parishioners present. 17/031 Situation Updates 17/031.1 Locally Reported Crime Statistics Minutes 16 th May 2017 Page 1 of 5 Chairman s Signature Date _20/06/2017

2 The crime figures for March 201 had been previously circulated to members and were also available on the website Peckleton 1 vehicle crime, 1 burglary. Stapleton 1 possession of weapon Kirkby Mallory 2 vehicle crimes, 1 violence and sexual crime 17/031.2 Monthly Parish Playground Inspections The clerk confirmed receipt of the monthly inspection reports and that there was nothing to report. However, a request had been received from parishioners to check the gym equipment at Stapleton recreation ground, as the exercise bike and the spinners were both reported to be stiff. Mr Smith has been asked to take a look and carry out the necessary work to loosen them. RESOLVED: The Clerk to ask Mr Smith to carry out a full review of the gym equipment and provide a full report of any work required. RESOLVED: The clerk to undertake a review of the 2017 maintenance work schedule and begin to obtain quotations, so that the work can be completed before the end of the summer season. 17/031.3 Peckleton Village Hall Floor and Damp Situation Cllr Chick reported that he has met with a number of companies and will present a report to Council at the June meeting. 17/031.4 Request for Dog Bin at Chapel Street, Stapleton The clerk reported that a new, covered, litter bin has been provided on the bus shelter on Ashby Road and that HBBC have increased the number of times that the bin is emptied. RESOLVED: The clerk to arrange for a sticker to be placed on the bin to make it clear that it can be used for dog waste as well as litter. 17/031.5 Stapleton Village Field and Boundary hedge Cllr Porter reported that she would be attending the DCC meeting on Wednesday 17 th May at which the boundary would be on the agenda. RESOLVED: Cllr Porter to report at next meeting. 17/031.6 Council Pension Scheme Cllr Chick reported that the Clerk has requested to be included in the council s workplace pension scheme. The Chair, Vice Chair and Clerk are due to meet within the next week to review and complete all the necessary paperwork. RESOLVED: members authorised the Chair, Vice Chair and Clerk to complete the necessary work to set up the pension in accordance with previously agreed terms and conditions. RESOLVED: Members noted that payment of pension contributions will have to be made by Direct Debit and unanimously gave authority for a Direct Debit to be set up for this purpose. 17/031.7 LRALC Branch Meeting Cllr Chick reported that he had attended the recent meeting, to which only 3 councils sent representation. LRALC are to review the usefulness of the meetings. 17/031.8 Neovia Liaison Meeting Cllr Chick reported that whilst planning permission for the new building has been received, no work is scheduled to begin, due to delays from Jaguar/Land Rover in confirming a new contract with Neovia. Minutes 16 th May 2017 Page 2 of 5 Chairman s Signature

3 17/031.9 Stapleton Village damaged road sign and overgrown footpath The clerk reported that Cllr Camamile had contacted LCC to ask for the sign to be replaced and the overgrown footpath to be cleared. For Health and Safety reasons it was agreed that the Clerk should contact Highways and Cllr Crooks (LCC & Borough) to speed up the works. 17/032 Finance 17/032.1 Review of Monthly Bank Reconciliation against Corresponding Bank Statements Cllr Chick reported that he had reviewed the bank reconciliation and statements and signed. It was noted that a Nationwide statement had not been received for April so could not be checked against the bank reconciliation. 17/032.2 To Review cashflow forecast RESOLVED: the clerk to submit a VAT return during May, the figure to be claimed to be moved to the June column of the cashflow forecast. 17/032.3 To review and approve items to be paid/cheques for signing/income received A refund of had been received from HBBC as a credit against the April invoice for dog bin emptying. HBBC have assessed that we have only 8 bins, not the 10 originally invoiced for. RESOLVED: the clerk to contact Mike Smith and ask him to do a physical check and count of the dog bins in the 3 villages. Once this is done, the clerk to contact HBBC to confirm the numbers. RESOLVED: to accept, approve and sign cheques for the following list of payments as a true and accurate record of May 2017 payments and income. PAYEE DESCRIPTION AMOUNT A Stretton Clerk Salary A Stretton Clerk Expenses (travel) 7.38 LOROS Donation in Lieu of Audit Fee Commune Annual fee for Website and Stapleton Village Hall Grant towards Village Elders Spring Lunch Stapleton District Church Council Peckleton Parish Church Kirkby Mallory Parish Church Mike Smith Litter picking (S & KM) Mike Smith Playground Inspections (S & KM) Mike Smith Grounds Maintenance (Mowing KM, S and Parish Field) Peckleton Village Hall Room Hire (May Meeting) EE Parish Phone monthly charge INCOME HBBC Refund from HBBC dog bin emptying HSBC Business Money Manager Interest 0.24 Minutes 16 th May 2017 Page 3 of 5 Chairman s Signature

4 /032.4 To receive update on the 2016/17 Audit 17/ To receive update The clerk reported that the Internal Audit had been carried out by Mr Satchwell and he had signed off the accounts with no queries and had completed his part of the Annual Return. RESOLVED: members unanimously resolved to accept the report of the Internal Auditor. 17/ To review and approve the Annual Governance Statement RESOLVED: The Council unanimously resolved to approve the Annual Governance Statement for the 31 March 2017 Annual Return. This document was signed by the Chairman and the RFO. 17/ To review and approve the Accounting Statements 2016/17 RESOLVED: The Council unanimously resolved to approve the Accounting Statements for the 31 March 2017 Annual Return. This document was signed by the Chairman and the Clerk. 17/032.5 Stapleton Village Hall notification of PPC hire fee RESOLVED: members noted that Stapleton Village Hall Committee had agreed a flat rate for the hire of the hall by PPC for monthly meetings. The rate to be 20 per meeting. 17/032.6 Peckleton Village Hall Accounts RESOLVED: members noted receipt of the accounts for Peckleton Village Hall for the year ending 30 th September /032.7 Website renewal of contract with 2Commune. RESOLVED: As discussed in Matters Arising (17/028.3), members had resolved to renew the contract with 2Commune and had approved payment of the invoice (minute ref 17/032.3). 17/032.8 Approval of Expenditure in relation to mole problem at Stapleton Recreation Ground The clerk reported that up to 30 mole hills had appeared on Stapleton Recreation ground and for health and safety reasons a pest controller had been called in to deal with them. RESOLVED: members unanimously agreed to approve the use of a pest controller and the expenditure incurred in dealing with the mole problem. 17/033 Planning 17/ Main Street, Kirkby Mallory (17/00390/HOU) RESOLVED: No Comment. 17/033.2 Cllr Porter updated members on the application relating to 4 School Lane, Stapleton. The Case Officer at HBBC has refused the application. RESOLVED: Noted. 17/033.3 Cllr Chick reported that the Nags Head, Stapleton has requested an extended licence for an outside bar over the May Bank Holiday weekend. RESOLVED: No Comment. 17/034 Correspondence 17/034.1 HBBC Making a Difference Awards RESOLVED: Noted. Minutes 16 th May 2017 Page 4 of 5 Chairman s Signature

5 17/034.2 Armed Forces Day invitation to Cathedral Service RESOLVED: noted. Any members interested in attending the event to let Clerk know before Friday 19 th May. 17/034.3 Overgrown hedge at Barwell lane, Kirkby Mallory. The clerk has reported this to LCC Highways. RESOLVED: clerk to ask Cllr Crooks (LCC) to look into this. 17/034.4 Stan Pitt Award Thank you note. RESOLVED: members noted the thank you note received from Mrs D Faulks. All agreed it had been a successful event. 17/035 Any Other Business 17/035.1 Cllr Hill raised the issue of storm drains in Peckleton Common, many of which are full of silt and weeds and therefore in heavy rain will cause a flooding issue. RESOLVED: Clerk to ask Cllr Crooks (LCC) to raise this with Highways. 17/035.2 Cutting of grass verges on Peckleton Common. RESOLVED: Cllr Hill to organise the cutting of the verges, in line with previously received quotation, towards the end of May/beginning of June. 17/036 Date of Next Meeting Tuesday 20 th June 2017, 7.30pm, Kirkby Mallory Old School Room. The meeting closed at 9.00pm. Minutes 16 th May 2017 Page 5 of 5 Chairman s Signature