HOLLOWELL & TEETON PARISH COUNCIL Gillian Greaves (Clerk) Tel: 01604 761470 96 Martins Lane Hardingstone Northampton NN4 6DJ Email:pc-clerk@hollowellandteeton.org.uk Web: www.hollowellandteeton.org.uk Minutes of the meeting of Hollowell & Teeton Parish Council held on Wednesday 13 September 2017 at 7.30 p.m. Present:- Councillors: Clerk to the Council: Members of the Public: Cllr A Crisp (Chairman of the Council) Cllr E Curtis Cllr G Leah Cllr S McCubbin Cllr H Oswin Cllr M Tomalin Gillian Greaves None 17/112 To receive and approve apologies for absence. Apologies received from Cllrs Wenden and Cllr Eaton. Cllr Oswin proposed that the apologies are accepted; Cllr Leah seconded the proposal and the Council Resolved to accept the apologies. 17/113 To receive and approve for signature the minutes of the meetings held on 12 and 31 July 2017. The draft minutes from the meeting of 12 July were circulated prior to the meeting and Cllr Leah proposed the Council accept the minutes, Cllr Curis seconded the proposal. The Council Resolved to approve the minutes and they were signed by the Chairman as a correct record of the meeting. The draft minutes from the Extraordinary Meeting of the Parish Council 31 July had been circulated prior to the meeting and Cllr Leah proposed the Council accept the minutes and Cllr Curtis seconded the proposal. The Council Resolved to approve the minutes as a correct record of the meeting. 17/114 To note any matters arising from the minutes not included on the agenda for report only. 17/11 Minutes of 11 January 2017 BT Proposed Payphones Removal Chairman reported that the Payphone kiosk had been removed from the The Green, Hollowell 17/20 Data Protection & Freedom of Information Course Cllr Curtis updated the Council that since the last meeting further research had been undertaken to develop a policy however there were other policy considerations to take into account such as the Council s Archiving Policy. It was hoped that a draft policy document would be presented to the ember meeting for the Parish Council to consider further. 17/99 Spray Painting Dog Fouling Campaign 2017 Cllr Curtis updated the Council on this Campaign posters are being prepared, the campaign will run for six weeks and spraying has already started. Residents will notice that there are a number of bright orange bio gradable paint sprays highlighting the problem. The Chairman suggested that another tin of the spray paint be requested if possible. 17/91/5 Future Maintenance of Pocket Park Hedge & Budget Implications the Clerk advised that the additional 750 had been added to the 2017/18 budget for hedge works. This had been allocated from the reserves as agreed by the Council at the 12 July meeting. 17/102 Condition of Jetty Cllr McCubbin updated the Council that the Jetty was in good order and will continue to be monitored. 17/103 Jane Letts Trust Cllr Oswin updated the Council on arrangements to amend the banking and account details. This was taking a little longer than hoped but was progressing Action agenda
slowly. 17/115 Receive declarations of interest under the Council s Code of Conduct related to business on the agenda. None received. 17/116 Public Participation: None present. 17/117 Neighbourhood Watch and Police Liaison the Chairman reminded the Council that the monthly crime statistics had been previously circulated but that this could be the last for some time due to the retirement of the current officer. Unfortunately at this time it has not been possible to find a replacement to undertake this work. The Neighbourhood Watch website can provide some data. Positive news locally has been the recovery of stolen items by the police however recently there have also been two burglaries so residents are advised to stay vigilant. 17/118 Correspondence the Chairman reported that he had received an email from a resident concerned about a recent incident of a helicopter landing at Keepers Lodge and as a result causing his young horse some considerable distress.. The Chairman has replied to the resident, on behalf of the Council, and advised that he was not able to identify any planning application for Keepers Lodge relating to a helicopter landing pad, but had supplied a copy of CAA Publication CAP 793 and BHA Information relating to Unlicensed Helicopter Sites. The Clerk reported that she had received an email from a local resident concerned about the parking of a large van at the bottom of Church Hill making it difficult to pass. The Council discussed the matter and the Chairman advised that the Parish Council has no powers in relations to parking issues also there are no parking restrictions in this area. It would be for the Police and Northants County Council to deal with obstructions. The Council agreed it would be for residents to report the matter to the police in the first instance. 17/119 17/119/1 17/119/2 17/119/3 17/120 17/120/1 17/121 17/121/1 17/121/2 Planning to consider any planning consultation papers, applications and completions received. Applications none received Existing Applications none received. Completions and other planning matters none received. Parish Assets Annual Parish Asset Inspection Survey The Chairman reported that this Council document was due for updating and Cllr McCubbin agreed to carry out a visual inspection of all the items on the Asset List and report back to the ember meeting of the Parish Council. It was noted that the village clock was not working. The village sign was also raised as possibly needing some attention. Pocket Park HPPAC Cllr Curtis updated the Council on the latest fund raising position of HPPAC in respect of their Play Equipment Installation Phase 2. They have 6,014.71 in their bank account and pledges of 4,950.00 from two organisations which they expect of receive in October. They also have made applications for further funding and will update when the outcome is known. HPPAC are proposing to donate 6,205.00 to the Council as a contribution towards the cost of the first of two large pieces of play equipment, aimed at older children, for the Pocket Park. HPPAC are recommending to the parish council that an agility/jungle trail is installed in the Pocket Park in October before the winter weather makes it installation difficult. Further funding will be made available to the parish council for the second piece of play equipment, a zip wire when available but that a working timetable would be early spring 2018. HPPAC have obtained thee quotations from suppliers for the agility trail and are recommending Playground Supplies to the Parish Council as their preferred supplier, the reasons given were prices are competitive, superior design and the use of Robinia wood which doesn t rot easily. Cllr Curtis reported that a contributor to the fund was from the Jim Leatherland Memorial Fund and therefore it is further recommended that a memorial plaque be included in an appropriate location once phase 2 is completed. The Council considered the report. Cllr Curtis proposed that the parish council accept the donation of 6,205.00 from HPPAC to enable the parish council to purchase an agility/jungle trail for installation by Playground Supplies in October 2017, Cllr Oswin seconded this proposal and the Council Resolved to accept the donation of 6,205.00 from HPPAC and the Clerk to arrange the order of the agility/jungle trail from Playground Supplies for installation in October 2017. It was agreed that the funding and purchase of the zip wire would be considered at the parish council meeting in ember. Health & Safety Report on Pocket Park Cllr Tomalin gave a verbal report that everything agenda
was in order within the Pocket Park. Inspections sheets were discussed and the Clerk provided examples of similar inspections sheets. Cllr Tomalin agreed to draft a monthly inspection report sheet and submit completed reports to the Clerk at meetings of the parish Council. 17/121/3 Replacement latch to pedestrian entrance gate - Cllr Tomalin reported that this work had been completed but required some further minor adjustment which was in hand. 17/121/4 Tree Works Removal of Ash Trees - Cllr Tomalin reported that the works had been carried out satisfactorily and was awaiting the return of the key to the gate from the contractor. The Clerk will contact the contractor to request the urgent return of the key. 17/121/5 Hedgerow and Ground Border the Chairman reported that he had provided a specification for works to address the overgrown hedgerows and ground borders in and around the Pocket Park. Two quotes had been obtained, Heygate Contracting Ltd., to undertake various works to three areas in the Pocket Park at a cost of 150 plus vat and Elm Tree Garden Maintenance to undertake cutting back of blackthorn growth around the pocket park at a cost of 170. The quotes were discussed by the parish council. The Chairman proposed that both quotes were accepted at the price quoted and this was seconded by Cllr Curtis. The Parish Council Resolved to appoint Elm Garden Maintenance and Heygate Contracting Ltd., to undertake the hedgerow and ground border works as per the specification provided and cost quoted. 17/121/6 Annual Safety Inspection of the Council s Play Equipment the annual safety inspection is due and the Clerk obtained three quotes for carrying out this work. The Council considered all three quotes individually. The Chairman proposed that the quote from Wicksteed Playscapes for an unaccompanied inspection for 45 was accepted and this was seconded by Cllr Leah. The Council agreed and Resolved to appoint Wicksteed Playscapes to undertake the Annual Safety Inspection at 45 plus VAT as soon as possible. Wicksteed Playscapes to be advised to contact Cllr Tomalin for access arrangements. 17/121/7 Control of Dogs in Pocket Park - The Chairman reported that he had received correspondence from a resident complaining about an incident with a dog during a visit to the Pocket Park. The Clerk had also received four emails from residents asking the parish council not to exclude dogs from the Pocket Park, that they realised that dogs should be under control at all time, should keep dogs away from play equipment and it was essential to pick up after dogs but in their view to exclude dogs from the area would be detrimental. A further comment concerned the use of motor bikes in the Park during the summer which the Chairman confirmed should not be allowed. The Chairman had undertaken research on the responsibilities of the parish council in respect of dogs in the Pocket Park. This included speaking to Paul Knight; Environmental Health Manager at Daventry District Council to see what options/action was available to remedy the complaint. The Chairman was advised on the Public Spaces Protection Orders but was advised that it was not the intention of the order to exclude dogs from public space. The Council discussed the matter and Cllr Curtis advised that when a survey was carried out by HPPAC demonstrated that the Pocket Park is regularly used by dog walkers with over 41% of users surveyed being dog walkers whilst 39% of users were with children using the play equipment. The Chairman explained that as the land owner the parish council was responsible for the rules of the Pocket Park and that the only legislation with penalties was enforced by the Dog Warden otherwise it was a civil matter. The Chairman produced a policy document, Access, Behaviour & Control of Dogs at Hollowell Pocket Park that he had prepared for the parish council to consider and hoped that this would make matters clear for all. The parish council considered the policy document and the Chairman proposed that the Council adopt it, Cllr Leah seconded the proposal and the Council Resolved to adopt the Access, Behaviour & Control of Dogs at Hollowell Pocket Park, a copy will be on notice boards and the Council s website. 17/122 External Audit Report 2016/17 The Clerk reported that the Annual External Audit for the year end 31 March 2017 had been completed. A letter from the external auditor, BDO, has been received confirming that there were no matters arising which required the issuing of a separate additional issues arising report. The annual return including the certificate was presented to the parish council. The Clerk reported that the annual return and notice of conclusion of audit must be published as soon as possible for a period of 14 days and must be made available for public access for a period of not less than 5 years. The parish council considered the report and the Chairman proposed that the Annual External Audit, Annual Return and Notice of Conclusion of Audit be approved and accepted by the Parish Council, this was seconded by Graham Leah and the Council Resolved to approve and accept the Annual External Audit, Annual Return and Notice of Conclusion of Audit for 31 March 2017.
17/123 17/123/1 Finance & Administration: To approve bank reconciliation as at 31.08.2017. The bank reconciliation and supporting paperwork was circulated prior to the meeting. Cllr Curtis proposed to approve the bank reconciliation and seconded by Cllr Leah the Council Resolved to approve the bank reconciliation. The Chairman signed the bank reconciliation statement as correct. Receipts, including starting balance 18,628.85 Less Payments 4,608.94 Total 14,019.91 Current Account Balance 1,500.00 Business Account Balance 12,519.91 Total 14,019.91 17/123/2 Receipts & Payments The Council noted the receipts and payments since the last meeting and the following payments were proposed for payment by Cllr Curtis and seconded by Cllr Leah and the Council Resolved to approve the following cheques for payment. Chq No Payee Purpose VAT Amount 885 Hannah Oswin MrSite Website - Annual Fee 120.00 21.20 127.19 Hannah Oswin MrSite Website Domain Renewal 7.19 886 Playground Supplies Ltd., Repairs to Swings PO 002/17 36.40 218.40 Removal of 5 Ash Trees - Pocket Park PO 887 Ben Emery 001/2017 185.00 1,110.00 888 Came & Company Parish Council Insurance Annual Premium - 1,114.89 889 M Hazle Grass Cutting Service 15/08 310.00-620.00 M Hazle Grass Cutting Service 12/09 310.00 890 BDO Audit Services 2016/17 20.00 120.00 891 G Greaves Office & Broadband/Phone Allowance - 30.00 892 G Greaves Clerks Salary Aug/Sept - 280.00 893 HMRC Clerks PAYE Aug/Sept - 70.00 TOTAL 262.60 3,690.48 17/123/3 Clerks Additional Hours the Chairman reported that the Clerk had worked additional hours due to the extraordinary meeting held in July. The Chairman proposed that the Clerk was paid four additional hours for this work. The parish council discussed the matter and the Chairman proposed that the four additional hours were approved; Cllr Leah seconded the proposal and the Council Resolved to approve four additional hours of paid salary for the Clerk, to be paid in the ember salary. 17/123/4 NCALC Internal Auditor Update The Clerk informed the Council that Northants CALC had advised on the details of the internal auditor services for 2017/18. 17/124 Parish Council Tree Survey 2017 The Chairman reported that as the work to remove the five ash trees had been completed successfully it was important to continue the tree works identified in the recent tree survey commissioned by the parish council. The parish council discussed this and it was agreed that the Clerk should obtain three quotes including timeframe for the remaining works for further consideration at the next Council meeting in ember. 17/125 Nation s Tribute Update the Chairman reported that there was no update at this time. 17/126 Transparency Code & Website Cllr Oswin updated the Council on the latest amendments to the website and advised that this work would continue to ensure the Council complied with the Transparency Code requirements. The Clerk and Cllr Oswin will review the requirements and ensure Council documents are added to the website. 17/127 Parish Emergency Plan the Chairman reported that the Northants CALC had recently carried out a survey to establish which parish councils have a local emergency plan. This has been previously discussed at the parish council and the decision was not to develop a local emergency plan for Hollowell & Teeton. However the Chairman asked that this be
reconsidered in full at the ember meeting. 17/128 Police Liaison Representative - Northants CALC have contracted all parish councils in the Daventry District to ask for representatives of the parish willing to become Police Liaison Representatives. The parish council discussed this and Chairman volunteered to undertake this role. Cllr Curtis proposed that the parish council nominate Cllr Crisp, Cllr Oswin seconded this and the Council Resolved to appoint the Chairman as Hollowell & Teeton s Police Liaison Representative. The Clerk will contact Northants CALC to confirm this. 17/129 Notice of the 70 th Annual General Meeting of Northants CALC the Clerk had circulated the invitation prior to the meeting. The parish council discussed who would attend and the Chairman proposed that both he and Cllr Curtis attend, this was seconded by Cllr Curtis and the parish council Resolved that the Chairman should attend the AGM of Northants CALC, with voting right and Cllr Curtis attend as a delegate. 17/130 Date of Next Meeting The date of the next meeting was noted as Wednesday 8 ember 2017 at 7.30 pm. Meeting closed at 9.35 pm These minutes are a true and accurate record Signed by: Chairman Date: