MINUTES OF THE ANNUAL MEETING OF COTTESMORE PARISH COUNCIL HELD ON 16 MAY 2016, AT THE VILLAGE HALL, COTTESMORE
017/16 PRESENT: Mr C Donovan (Chairman), Mr N Barker, Mrs J Edwards, Mr R Hyde,
Mr J Kelly, Mr J Meara, Mrs J Patient, Mrs S Smith, Mr G Swain,
Mr R Foster(Ward Councillor), Mr K Nimmons (Clerk).
018/16 ELECTION OF CHAIRMAN AND SIGNING OF DECLARATION OF ACCEPTANCE OF
Mr Donovan was proposed by Mrs Patient, seconded by Mr Meara and elected unanimously as Chairman. A Declaration of Acceptance of Office was signed by Mr Donovan.
Mr Donovan thanked Mrs Patient for her work as Chairman over the last year.
019/16 APOLOGIES: There were no apologies.
020/16 DECLARATIONS OF UNREGISTERED DISCLOSABLE PECUNIARY
INTERESTS IN AGENDA ITEMS AND REQUESTS FOR DISPENSATIONS
FROM MEMBERS ON MATTERS IN WHICH THEY HAVE A REGISTERED
DISCLOSABLE PECUNIARY INTEREST
There were no unregistered disclosable pecuniary interests in agenda items to be declared or any requests for dispensations received from members.
021/16 PUBLIC TIME
There was one member of the public, Mr Hollis, in attendance. He had a specific interest in agenda items, Entrance to Manor Farm and Meeting with Mr Hollis to Discuss the Requirements of the Village to be Considered for Inclusion in Any Potential Development, under Matters Arising. These items were brought forward for discussion.
022/16 MATTERS ARISING
Entrance to Manor Farm
The Clerk reported that RCC had advised that the works to make safe the holes at the entrance to Manor Farm had been carried out on 8 April. The Clerk was asked to advise RCC that the repairs were not satisfactory and the holes were in need of being filled again.
Meeting with Mr Hollis to Discuss the Requirements of the Village to be Considered for Inclusion in Any Potential Development
It was agreed that an informal meeting between Mr Hollis, and his advisers, and the Planning Committee and those Parish Councillors wishing and available to attend, would take place at 7.00 PM on Monday 6 June 2016 at ‘Dick’s cottage’. No decisions will be made at the meeting but it will be an opportunity for suggestions to be considered and possibly accommodated in any planning application subsequently submitted. It was agreed that residents will have the opportunity to make suggestions at a meeting prior to the submission of any application.
Election of Vice Chairman
Mr Meara was proposed by Mr Kelly, seconded by Mrs Patient and elected unanimously as Vice Chairman.
Election of Representatives
Parish Representatives to the Leicestershire & Rutland Association of Parish & Local Councils
It was agreed that there is no need for representatives to be elected as in recent years there has been no meetings to attend. Representatives would be nominated as and when required.
Parish Council Representatives to the Village Hall
Mr J Meara, Mrs J Patient and Mrs S Smith.
The Planning Committee
Mr N Barker, Mr J Kelly, Mrs J Patient and Mr G Swain.
Grass Cutting and Gardening Co-ordinators
Mr R Hyde and Mr J Kelly.
Play Area Co-ordinators
Mr J Kelly, Mr J Meara and Mrs J Edwards.
Mr R Hyde.
Employment and Appeals Committee
Mr R Hyde, Mr J Kelly, Mr J Meara and Mrs J Patient.
Appeals and Grievance Committee
Mr N Barker, Mrs J Edwards, Mrs S Smith and Mr G Swain.
Mr C Donovan.
Kendrew Barracks Liaison Committee
Mrs J Edwards, Mr R Hyde, Mr J Meara and Mr G Swain.
Police Liaison Committee
Mrs J Edwards, Mr R Hyde and Mr J Meara.
024/16 MINUTES OF MEETINGS
Minutes – 18 April 2016
It was proposed by Mr Meara, seconded by Mr Hyde and agreed that the Minutes of the
meeting held on 18 April 2016 were correct, and be approved and signed.
022/16 MATTERS ARISING (Cont.)
The Offer of a Bench in Memory of a Former Resident
The Clerk reported that the resident had advised that the bench should be ready for installation in September. He also said that he would include the item on the agenda for the August meeting so that arrangements can be made for Councillors to meet the resident to determine the exact position for installation of the bench.
The Placing of Roadside Memorials
RCC has advised that a further letter is to be sent to the resident giving deadlines for actions to be taken.
Cottesmore Neighbourhood Plan
Mr Meara reported that the Plan is now due to go before RCC for formal adoption and also that he had produced and circulated to Councillors a document that puts together all the Policies and Proposals contained in the Plan. It was highlighted that it is important for both the Planning Committee and the Police Liaison Committee to be familiar with the contents of the Plan.
It was proposed by Mr Barker, seconded by Mr Kelly and agreed that a maximum budget of £500 be set to cover the costs of an event in the Sun Inn on 31 May 2016, organised to recognise the work put in to produce the Plan by the Members of the Neighbourhood Planning Group.
It was proposed by Mr Kelly, seconded by Mr Barker and agreed that a payment of £104.80 be made to the Cottesmore Neighbourhood Plan Group to cover the outstanding amount due to cover the final printing costs.
Street Light Obscured by Trees on the Pastures Side of Toll Bar
RCC has advised that a further visit has been made to the site and following re-assessment of the trees it has been decided that no work is required at the moment, although the trees will continue to be monitored.
Damage to the Heath Drive Play Area Safety Surface
The Clerk reported that he had contacted the RCC Account Manager at Ground Control to deal with the matter.
The Parking of Vehicles on the Grass Verge at Hall Close
The Clerk reported that prices for wooden bollards are still awaited form RCC.
‘Home Zone’ Signage for Harrier Close
Mrs Edwards provided the completed ‘Speed Limit and Access Review – Scheme Proposal Form’. It was agreed that this be circulated to Councillors for consideration and comment, with a view to discussion at the June meeting to arrive at the final version for submission to RCC.
The Refurbishment of the Austhorp Grove Play Area
Mr Kelly reported that the new equipment had beensatisfactorily installed. He further reported that following negotiation with the Playforce he was expecting the invoice to be around £5,200, as opposed to the £6,000 previously advised and agreed.
Charge for the Use of the Village Hall for Parish Council Meetings
A reply to the letter sent to the Village Hall Management Committee (VHMC) in connection with the proposed charge is still awaited, although it was indicated by Mr Meara that the VHMC had agreed that a charge would not be made during the current financial year.
Condition of 21 Main Street and its Grounds
The Clerk reported that the RCC Enforcement Officer had advised that from his perspective there is no issue with the property.
Grass to be Reinstated Beside the New Footpath at the Junction of the Oakham Road and the Market Overton Road
Mr Barker advised that the area had been re-seeded
Potential Cottesmore Good Neighbours Scheme
There was no update available on this.
The Placing of Limestone on the Track Across the Verge Outside Nos. 15 to 21 Main Street
It was reported that the limestone had been removed, the area re-seeded and the dropped kerbstones raised.
The Strimming of the Verges Under the Hedges on the approaches to the Village
As it was unclear as to whether the contractors were strimming the edges, Mr Barker will investigate and take photographs if necessary.
Branches Left in the ‘Top End’ Spinney Following Removal From Trees
The Clerk reported that Exton Estates had advised that the braches are left as a habitat for wildlife and to rot down.
025/16 APPROVAL OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR ENDED 31
It was proposed by Mrs Patient, seconded by Mr Meara and agreed that the Annual Governance Statement 2015/16 be approved.
It was proposed by Mr Kelly, seconded by Mr Hyde and agreed that the Accounting Statements 2015/16 be approved.
026/16 CONSIDER RENEWAL OF THE INSURANCE POLICY
It was proposed by Mr Swain, seconded by Mr Hyde and agreed that the insurance policy be renewed with Zurich Municipal for a premium of £747.23.
027/16 DECIDE ON MEETING DATES FOR 2016/17
It was agreed that meetings will take place on the third Monday of each month apart from July and December when there will be no meeting and April 2017 when it will take place on the third Tuesday (due to the Monday being a Bank Holiday).
028/16 DISCUSS THE PARKING OF VEHICLES ON THE APPROACH TO JUBILEE
It was agreed to advise the Police with regard to the parking of vehicles close to the junction of Jubilee Gardens and Hall Close, and request an update from RCC with regard to the adoption of Jubilee gardens
029/16 OTHER MEETINGS
There were no other meetings to report on.
From Mr & Mrs Giblin – Expressing concerns about speeding vehicles at Harrier Close. This was noted.
From Mr R Broad – Expressing concerns about speeding by delivery vehicles at Harrier Close and requesting a ‘Home Zone sign be installed at the entrance to the Close. This was noted and it was suggested that the registration number of such vehicles be noted and reported to the delivery company.
From Dr Sarah Furness, High Sheriff of Rutland – Promoting the ‘Hue & Cry’ in Oakham on Monday 30 May 2016. This was noted.
From NALC – Request to renew subscription for LCR for £17.00. It was proposed by Mrs Patient, seconded by Mr Hyde and agreed.
From Church Benefice Administrator – Request to borrow village gazebos between 23 and 29 July 2016. This was proposed by Mr Kelly, seconded by Mrs Edwards and agreed.
From RCC – Giving notice of a temporary traffic restriction on Main Street, Greetham, from 31 May 2016 for work anticipated to take four days to complete. This was noted.
From The Pension Regulator – Advising that the law on workplace pensions comes into effect on 1 July 2016. This was noted.
From RCC – Notification that a summary of representations received in response to the ‘Call for Sites’ and ‘Issues and Options’ consultations that took place from September 2015 to January 2016 has been published. This was noted.
Fell 1 No. Ornamental Cherry Tree
13 The Pastures, Cottesmore. LE15 7DZ.
It was agreed that the tree should not be felled but should be crown lifted, pollarded and re-shaped.
Full Planning Permission
Erection of specialist facilities including 2 new Technical Stores, a 72 No. bed Junior Ranks Single Living (JRSLA) accommodation block, a Servicing Lanes building, Senior Non-Commissioned Officer’s (SNCO’s) Mess, Physical and Recreational Training Facility (P&RTF) and obstacle course at Kendrew Barracks, Cottesmore.
HM Forces, Kendrew Barracks, School Road, Cottesmore. LE15 7BL.
Single storey side and rear extension to dwelling
38 Harrier Close, Cottesmore. LE15 7BT.
Parish Precept 2016/17 25,322.23
Local Council Tax Support Grant 2016/17 1,263.82
To approve the following items
Expenditure Net VAT Total
Roadman - April 2016 107.25
NALC – LCR Subscription 17.00
Zurich Municipal – Insurance Renewal 747.23
Cory Environmental – Emptying VH dog bin 130.00 26.00 156.00
Cory Environmental – Grass Cutting 610.00 122.00 732.00
Cory Environmental – Attending to gardens 20.00 4.00 24.00
Mr R Hyde – Travel expenses to attend course at Anstey 26.10
Clerkʼs Salary – Apri 2016 563.47
Clerkʼs Expenses – April 2016 57.56
Payment of the expenditure, as detailed above, was proposed by Mr Kelly, seconded by
Mr Barker and agreed.
HSBC Community Account (as at previous meeting £1.14) 1.79
HSBC Business Money Manager (as at previous meeting £3,557.65) 13,052.54
NatWest Business Reserve Account (as at previous meeting £89.86) 89.86
HSBC Money Market Fixed Term Deposit Account (Maturity 5 August 2016) 10,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 28 October 2016) 15,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 2 February 2017) 10,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 28 April 2017) 15,000.00
033/16 OPEN FORUM
Loan of Gazebos
On behalf of the Wine Circle, Mr Meara asked if the gazebos could be borrowed on 4 June. This was agreed.
Cycling on Village Footpaths
Mrs Smith asked which footpaths within the village are designated for cycling on. The Clerk will ask the question of RCC.
Speed Sign on the Approach From Oakham
Mr Hyde advised that the speed sign on the approach from Oakham is in need of cleaning. The Clerk will advise RCC.
034/16 NEXT MEETING
The next Parish Council meeting will be held on Monday 20 June 2016.