With Stapleton & Kirkby Mallory 07818 261 585 clerk@peckletonpc.org.uk www.peckletonpc.org.uk MAY MINUTES Minutes of meeting held at 7:30pm on Tuesday 15 th May 2018 at Kirkby Mallory Old School Room Present: Cllr P. Chick (Chairman) (P) Cllr A Porter (Vice Chair) (S) Cllr M. Hill (P) Cllr J Newbury-Smith (KM) Cllr A Ridout (S) In Attendance: Mrs A Stretton (Clerk and Responsible Financial Officer), 18/087 Welcome/Apologies for Absence The Chairman welcomed everyone to the meeting and the Council noted that apologies had been received from Cllr B Crooks (LCC & HBBC), Cllr M Surtees (HBBC) and Cllr B Sutton (HBBC), which were accepted. 18/088 Declarations by Members of Pecuniary and Non-Pecuniary Interests (In relation to Agenda items) including requests for dispensations. None. 18/089 To Review, Approve and Sign the Minutes from the Meeting held on Tuesday 17 th April 2018 Members reviewed the minutes of the Parish Council Meeting held on Tuesday 17 th April 2018. RESOLVED: To accept and to sign the minutes as a true and accurate record. Cllr Hill proposed, seconded by Cllr Porter, all agreed. 18/090 Matters Arising/Update of actions from previous Minutes: Cllr Chick reported that an update had been received from Cllr Crooks on the works at Stapleton Lane and that LCC Highways are working to repair the drains. It was noted that the bunds have not yet been moved and that Cllr Crooks is liaising with all parties to ensure the agreed work is carried out. Stan Pitt Award the clerk was asked to submit an article to the Local Rock. 18/091 Reports from County and Borough Councillors (10 minutes on items relating to the Parish) It was noted that annual reports had been received from the County and Borough Councillors and reviewed at the Annual Parish Council meeting. 18/092 Parishioners time (20 minutes are set aside for Parishioners to raise issues and ask questions) No parishioners were present. 18/093 To Receive Situation Updates: 18/093.1 Locally reported crime/incidents for March 2018 PECKLETON - Three Public Order 1 Vehicle Crime 1 Violence and Sexual Offences 1 KIRKBY MALLORY - Four (Two Track) Violence and Sexual Offences 2 Burglary 1 Other Crime 1 STAPLETON - Two Burglary 1 Minutes 15 th May 2018 Page 1 of 5 Chairman s Signature Date _18/06/2018
Other Theft 1 18/093.2 Monthly playground inspections on Parish Council owned recreation grounds: The clerk confirmed receipt of the monthly inspection reports and that a slight crack to the handlebars of the rower at Stapleton recreation ground had been reported. It was agreed that the clerk should take pictures and measurements of the damage and seek advice from the manufacturers. RESOLVED: Clerk to investigate the damage and seek advice as to the best way to repair. 18/093.3 Post Box at Peckleton Common Cllr Chick reported that he continues to chase Royal Mail about the missing post box. 18/093.4 Defibrillators update, including cold weather issues. Cllr Chick reported that he continues to correspond with Community Heartbeat Trust in order to repair or replace the heating unit in the Peckleton Defibrillator cabinet. 18/094 Finance 18/094.1 Review of monthly Bank Reconciliations against Bank Statements Cllr Chick confirmed that he would undertake the checking of the bank reconciliations against the bank statements at the end of the meeting. 18/094.2 To review Cashflow Forecast for 2018/19. The cashflow forecast was reviewed and approved. The Clerk was asked to review the figures for June and July to ensure that adequate funds are in the current account for that period. Clerk to review figures for June and July. 18/094.3 To review and approve Items to be Paid/Cheques for signing/income received for May 2018. RESOLVED: Members unanimously agreed the following list of payments as a true and accurate record of April 2018 payments and income and ratified their payment. PECKLETON PARISH COUNCIL CHEQUE PAYMENT LISTING 15th May 2018 DATE CHEQUE NO. PAYEE DESCRIPTION AMOUNT 15/05/2018 201051 A Stretton Clerk Salary 422.78 15/05/2018 201051 A Stretton Clerk Expenses (includes mileage) 19.78 15/05/2018 201052 Mike Smith Play Equipment Inspections 25.00 15/05/2018 201052 Mike Smith Grounds Maintenance 187.00 15/05/2018 201053 2Commune Annual Renewal - website and email 510.00 15/05/2018 201054 Kirkby Mallory Old School Room Room Hire 20.00 15/05/2018 201055 Stapleton District Church Council Grant towards upkeep of churchyard 850.00 15/05/2018 201056 Peckleton Parish Church Grant towards upkeep of churchyard 850.00 15/05/2018 201057 Kirkby Mallory Parish Church Grant towards upkeep of churchyard 850.00 3,734.56 10/05/2018 D/D NEST Staff Pension 37.27 23/05/2018 D/D EE Parish Mobile Phone 12.75 50.02 Total expenditure 3,784.58 INCOME HSBC Business Money Manager Interest 0.43 Total income 0.43 Minutes 15 th May 2018 Page 2 of 5 Chairman s Signature
18/094.4 Audit - To receive update on the 2017/18 Audit and to review and approve the completion and signing of the Annual Governance and Accountability Statement. RESOLVED: Council noted that a Statement of Internal Controls had been approved and signed at the Annual Meeting of the Parish Council on 15 th May 2018. 18/094.4/i To review and approve the Annual Governance Statement 2017/18 RESOLVED: The Council reviewed and unanimously resolved to approve the Annual Governance Statement 2017/18. This document was signed by the Chairman and the RFO. 18/094.4/ii To review and approve the Accounting Statements 2017/18 RESOLVED: The Council reviewed and unanimously resolved to approve the Accounting Statements 2017/18. This document was signed by the Chairman and the Clerk. 18/094.4/iii Confirmation of the dates for the period of for the Exercise of Public Rights RESOLVED: council agreed the dates set for the period for the exercise of public rights should be Monday 4th June to Friday 13th July 2018. 18/094.5 To receive a update regarding the bank mandates signed at the April 2018 meeting. The Clerk reported that both Nationwide and HBBC had acknowledged receipt of the mandate forms. HBBC have asked that Cllr Ridout attend a branch with 2 forms of ID in order that they can confirm his identity. Cllr Ridout to attend a branch of HBBC to confirm his identity. 18/095 Planning 18/095.1 18/00424/HOU Brockey Farm, Kirkby Road, Barwell erection of conservatory. 18/095.2 18/00415/HOU 1 Tooley Park Cottages, Earl Shilton detached garage. RESOLVED: Noted. 18/095.3 18/00365/HOU 1 Tooley Park Cottages, Earl Shilton detached outbuilding in rear garden. 18/095.4 18/00256/FUL 12 Newbold Road, Kirkby Mallory demolition of existing dwelling and outbuildings and erection of replacement buildings. 18/095.5 18/00363/FUL Neovia Logistics erection of 3 temporary aluminium framed structures. 18/095.6 2018/VOCM/0083/LCC Cadeby Quarry, Brascote Lane - Variation of Condition 2 of planning permission 2015/0688/04 in order to extend the deadline for restoration until 4th November 2018. 18/095.7 HBBC Consultation on the proposed building of a Crematorium in Hinckley. RESOLVED: Clerk to enquire who will own and run the crematorium and to ask what affordable means in the description of the proposed crematorium. It was noted that the closing date of the consultation is 1 st June 2018. 18/096 Correspondence 18/096.1 Email from parishioner re Stan Pitt Award. 18/096.2 Email from parishioner re Christmas Lights in Kirkby Mallory. The placing and provision of power for Christmas lights was discussed. It is a costly exercise to have lamp posts surveyed and fitted with the necessary power sockets. It was proposed that lights be provided for the Old School Room, as they had been provided to the village halls in Peckleton and Stapleton in the past. RESOLVED: clerk to write to the managers of the Old School Room to offer to supply Christmas lights. Minutes 15 th May 2018 Page 3 of 5 Chairman s Signature
18/096.3 Email from parishioner re speeding in Kirkby Mallory and WWI commemorations. RESOLVED: It was agreed that the provision of lights or other methods of reducing speeding should be reviewed during budget discussions when preparing the budget and precept for 2019/20. The discussion of WWI commemoration was deferred to item 12 of the agenda. 18/096.4 Email from HBBC re Remembrance Sunday arrangements. Clerk to update HBBC once a decision has been made. 18/096.5 Update on First Responders Activity and Annual Report 2017. It was proposed that a donation be made to the first responders and the clerk was asked to put this on the agenda for the June meeting. 18/096.6 LRALC Articles of Incorporation. 18/096.7 Email regarding closure of M1. 18/096.8 Leicestershire Minerals & Waste Local Plan. 18/096.9 Email from RCC re membership. RESOLVED: Council asked the clerk to decline membership but to ensure that the keep in touch form was completed and returned. 18/096.10 Parish Forum Meeting Minutes. 18/096.11 Opportunity to register for the GB consortium s Aerial Photography Great Britain Agreement. RESOLVED: it was agreed to register to join the Aerial Photography Great Britain Agreement. 18/096.12 HBBC Fly Tipping #ifonly campaign. RESOLVED: It was agreed that the Clerk should put up posters and stickers in the 3 villages. 18/097 General Data Protection Regulations to receive an update and to review and approve steps taken towards meeting the new guidelines ahead of implementation on 25 th May 2018. 18/097.1 To receive update and approve the steps taken towards meeting the new GDPR guidelines. The Clerk updated council on the steps taken, including the updating of all policy and regulatory documents which were reviewed at the Annual Parish Meeting. 18/097.2 To approve a letter to be sent to Stapleton and Peckleton Village Hall management committees regarding compliance with GDPR. RESOLVED: Approved. 18/097.3 To discuss and agree a process for ensuring that all councillors adhere to Council email policy. RESOLVED: The clerk was asked to look into drafting a policy to cover the storage and accessing of data by councillors. 18/097.4 To approve updating the Parish Council website with updated policy documents. RESOLVED: Agreed. 18/097.5 To approve a letter to be sent to council contractors. RESOLVED: council approved the letter to be sent to contractors. 18/097.6 Council noted the email received from Ladywell Accountancy Services setting out their privacy policy. RESOLVED: The Council thanked the Clerk for her work on GDPR. Council discussed the additional work carried out by the Clerk on GDPR and a one-off payment, to be paid as part of the June 2018 payroll, was approved. 18/098 WWI Commemoration to consider ideas for the commemoration of 100 years since the end of WWI and Remembrance Sunday. Council agreed to look into providing lamp post poppies, 20 per village. It was agreed that there should be something on each noticeboard and a plaque below the poppies to commemorate the WWI centenary. RESOLVED: Clerk to look into the purchase of 60 poppies and to investigate who can put them up. All to consider other ways in which the centenary of WWI can be recognised and review at the June meeting. 18/099 Projects and Grants to receive an update and to consider next steps with regards to this years planned projects. The clerk reported that the notification of the PCIF grant would be made after 6 th June. Minutes 15 th May 2018 Page 4 of 5 Chairman s Signature
It was agreed that Cllr Chick should contact Severn Trent Water to obtain permission for drainage from Peckleton Village Hall to run to the main sewer. The clerk was asked to collate and if necessary update the quotes received for project works at Stapleton and Kirkby Mallory recreation grounds, for review at the June meeting. RESOLVED: Cllr Chick to contact Severn Trent Water. Clerk to collate quotations for projects. 18/100 Facebook to consider setting up a Facebook page for the Parish Council, to link to and complement the website. It was noted that there is at present a personal facebook page for the council which receives a lot of messages, comments and friend requests and is not ideal. It was agreed that this should be closed down and that the clerk should look into setting up a facebook business page for the Council. The page should be a closed page without the ability to comment or post without items being passed by the clerk. 18/101 Clerk s Update The clerk reported that she was in the process of organising a framed picture of the Stan Pitt award for this years winner. A request had been received to advertise a Post Office finding website on the council website. The clerk was asked to decline the request. The clerk had been in contact with Spearing Waite solicitors who hold the council s deeds. RESOLVED: Councillors agreed that the Clerk should attend Spearing Waite to view the deeds and get copies made locally so that the deeds could be returned to Spearing Waite as soon as possible. Calor Gas Grants it was noted that Calor Gas offer local grants for projects but that as the closing date was 21 st May this year, it was too late to apply. It was agreed that this would be looked into in future years. VAT Claim the Clerk reported that a VAT claim had been submitted to HMRC in line with financial regulations. 18/102 18/102 Any Other Business 18/102.1 Council approved the Clerk s holiday request. 18/102.2 It was noted that Frank Barson has resigned as Councillor for the Kirkby Mallory ward. The Clerk was asked to contact HBBC to inform them and request vacancy notices. It was agreed that, depending on the response to the vacancy notices, council would distribute leaflets in the Kirkby Mallory ward and councillors approved the related printing and delivery expenses. 18/103 Date of Next Meeting Monday 18 th June at 7.30pm at Stapleton Village Hall The meeting closed at 9.50pm. Minutes 15 th May 2018 Page 5 of 5 Chairman s Signature