101/17 PRESENT: Mr C Donovan (Chairman), Mrs J Edwards, Mr R Hyde, Mr J Meara
MINUTES OF THE MEETING OF COTTESMORE PARISH COUNCIL HELD ON 20 NOVEMBER 2017, AT THE VILLAGE HALL, COTTESMORE
101/17 PRESENT: Mr C Donovan (Chairman), Mrs J Edwards, Mr R Hyde, Mr J Meara,
Mrs J Patient, Mrs S Smith, Mr G Swain, Mr K Nimmons(Clerk).
102/17 APOLOGIES: Apologies were received and accepted from Mr Barker.Apologies were
also received from Mr R Foster (Ward Councillor).
103/17 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.
104/17 PUBLIC TIME
There were two members of the public in attendance. Both had a specific interest in agenda item, Consider the Request from the Village Hall Management Committee to Release the Balance of the Grant, £2,000.00, to Fund a Replacement External Fire Door for the Upstairs Meeting Room. This was brought forward for discussion.
105/17 MINUTES OF MEETINGS
Minutes – 16 October 2017
It was proposed by Mr Meara, seconded by Mrs Edwards and agreed that the Minutes of the meeting held on 16 October 2017 were correct, and be approved and signed.
106/17 MATTERS ARISING
The Fencing Installed by Abbey Homes at Harrier Close
It was reported that a start had been made to remove the fencing.
Replacement of the Large Gate Adjacent to the Village Hall
In the absence of Mr Barker there was no update with regard to replacing the missing bolt on the metal clamp on the new gate.
The Condition of Bus Shelters in the Village
RCC has confirmed that the planned work has been completed and asked if there is satisfaction with the work and the current condition of the shelters. Councillors advised that they are generally satisfied with the condition of the shelters.
Twinning Between Cottesmore and the Italian Village of Palombaro
The Clerk reported that the three residents who had shown an interest in being part of a Twinning Committee had decided that it would not be feasible to proceed with just three of them. It was agreed that an item be placed in The Link to advise this.
Maintenance of the Verge on Long Meadow Way
Mr Hyde reported that the work had been satisfactorily carried out.
Feedback on Remembrance Sunday
It was reported that the reception held in the Sports & Social Club following the Church service had gone smoothly. Mr Donovan thanked the WI for preparing the buffet and the Councillors involved with organising the distribution of the drinks.
The Parking of Vehicles on the Grass Verge on Rogues Lane, Opposite Toll Bar, and the Installation of Bollards to Prevent It
RCC has advised that it would need confirmation that the Parish Council will fund the installation of the bollards and that it will deal with residents who may object. It was agreed that the Council will deal with residents who may object.
As residents parking on the north side of Rogues Lane, opposite Toll Bar, do have allocated parking and the grass is being damaged due to the parking, for consistency with previous action taken by the Parish Council, it was proposed by Mr Swain, seconded by Mr Hyde and agreed that bollards be installed and that the Council will fund this.
AGENDA ITEMS
107/17 CONSIDER THE REQUEST FROM THE VILLAGE HALL MANAGEMENT
COMMITTEE TO RELEASE THE BALANCE OF THE GRANT, £2000.00, TO FUND A
REPLACEMENT FIRE DOOR FOR THE UPSTAIRS MEETING ROOM
A written submission from the Village Hall Management Committee to support the request had been received and circulated to Councillors prior to the meeting.
It was proposed by Mr Hyde, seconded by Mrs Edwards and agreed to release the balance of the agreed grant, £2,000.00, to fund a replacement fire door for the upstairs meeting room at the Village Hall and upgrade the fire escape.
106/17 MATTERS ARISING (CONT.)
Actions Required Following the Councillors Walk
The Clerk advised that RCC had begun to look at the items referred to it.
Councillors provided an update on some of the items identified for action by residents. The Clerk will circulate the schedule, revised to reflect the updates provided.
Trees on the Approach to the Community Centre
It was proposed by Mr Swain, seconded by Mr Hyde and agreed that a quotation for £380.00 to lift and cut back off the roof of the Sun Inn, the three trees on the east side of the community centre drive and also cut back the Elder bushes and foliage to the fence, be accepted.
Ownership of the Parking Spaces and Fence by Spire Homes on the approach to Jubilee Gardens
RCC has responded to an enquiry by the Clerk to advise that the responsibility of the developer with regard to the parking spaces and fence would not be stated in final certificate issued to them on adoption, however, it would be pointedout in an email when issuing the certificate.
It was agreed that the Parish Council contact the developer to request that they arrange for repairs be carried out to the damaged fence.
Heath Drive Play Area
Mr Barker is yet to provide details to the Clerk so that the perished rubber can be replaced.
Problems Experienced by Vehicles at the Junction of Jubilee Gardens and Hall Close
The Clerk reported that a response is awaited from RCC to the enquiry made with regard to vehicles parked on the approach to Jubilee Gardens that are being offered for sale.
Trees on the Oakham Road with Broken Branches
It was reported that the broken branches had been attended to but the replacement tree has not yet been planted. The Clerk will follow this up with RCC.
Actions Resulting from the Reform of the Data Protection Act Legislation
The Clerk reported that work was continuing on the actions necessary prior to the General Data Protection Regulation that comes into force on 25 May 2018.
The 2017 Certified Inspection Report on the Play Areas and Multi-Court and the Actions Required
In the absence of Mr Barker there was no update as to any actions necessary with regard to the Austhorp Grove and Heath Drive Play Areas following the Inspections.
The Clerk reported that he had obtained three quotations for the signs recommended for display at the entrance to the two play areas and the multi-court, although one quotation needed to be firmed up based on the specific wording required. This would be organised for the January meeting.
AGENDA ITEMS (CONT.)
108/17 NOTIFICATION THAT THE COUNCIL HAS A VACANCY DUE TO MR PAUL
GAUKROGER CEASING TO BE A COUNCILLOR DUE TO NON ATTENDANCE AT
MEETINGS OF THE COUNCIL THROUGHOUT SIX CONSECUTIVE MONTHS
Under the Local Government Act 1972, s 85(1) and (2), if a Councillor fails throughout six consecutive months to attend any meetings of the Council, he ceases automatically to be a member of the Council, unless he has a ‘statutory excuse’ or his failure is due to a reason approved by the Council before the end of the period. As Mr Gaukroger last attended a meeting on 18 April 2017, and he failed to provide approved reasons for non attendance at meetings, it was proposed by Mr Donovan, seconded by Mr Meara and agreed that the position be declared vacant due to non attendance.
109/17 CONSIDER AN INCREASE TO THE RATE PAID TO THE ROADMAN IN LINE WITH
THE INCREASE IN THE LIVING WAGE
It was proposed by Mr Hyde, seconded by Mrs Patient and agreed that the rate paid to the Roadman be increased in line with the increase in the living wage to £8.75 per hour with effect from the beginning of November.
110/17 CONSIDER RE-ALLOCATION OF MONEY UNDER THE 2017/18 BUDGET
It was proposed by Mr Meara, seconded by Mrs Edwards and agreed that £600.00 be transferred from the amount budgeted under Capital items to those items overspent (£100.00 to Donations, £400.00 to Gardens, and £100.00 to Street Lighting Contribution).
111/17 CONSIDER REQUESTING THAT RUTLAND COUNTY COUNCIL PROVIDE AN
ADDITIONAL POLLING STATION AT KENDREW BARRACKS
It was agreed that the Parish Council are unable to influence RCC to provide an additional Polling station at Kendrew Barracks and that the resident making the request should contact RCC directly in connection with this.
112/17 CONSIDER THE SUGGESTED CHANGES TO THE GRANT AWARDING POLICY
AND GRANT APPLICATION FORM AND ADOPT THE REVISED DOCUMENTS
It was proposed by Mrs Patient, seconded by MrMeara and agreed that subject to the changing of wording on two items, the Grant Awarding Policy and Grant Application Form circulated by the clerk prior to the meeting, be adopted.
113/17 DISCUSS THE INSTALLATION OF DOG ‘POOP’ BAG DISPENSERS
It was agreed, at the moment, not to install dog ‘poop’ bag dispensers but to revisit, if and when the issue arises again.
114/17 OTHER MEETINGS
Rutland Citizen’s Advice Bureau annual General Meeting on 7 November 2017
A report of the meeting had been circulated by Mr Meara.
115/17 CORRESPONDENCE
From Cottesmore Parochial Church Council – Notice of intention to apply to transfer maintenance responsibility of Cottesmore churchyard extension to Cottesmore Parish Council. It was proposed by Mr Swain, seconded by Mrs Edwards and agreed there was no objection to the closure of the burial ground on the grounds there is no proper room for new graves. It was proposed by Mr Meara, seconded by Mrs Smith and agreed to advise RCC of the closure of the burial ground and that it is the intention of the Parish Council to transfer maintenance responsibility to RCC.
From CMYK (Planning and Design) Ltd – asking if there are any plans to review the Cottesmore Neighbourhood Plan. It was agreed to advise that once the Rutland Local Plan has been fully adopted there may be a need to review certain aspects of the Cottesmore Neighbourhood Plan.
From RCC – Giving information on the Community Infrastructure Levy and Neighbourhood funding payments 2017/18. This was noted.
From Cottesmore Parochial Church Council – Request to release the agreed grant of £3,400.00 towards the upkeep of the Rogues Lane cemetery and the church clock. It was proposed by Mr Meara, seconded by Mrs Edwards and agreed that the grant be released.
116/17 PLANNING
Full Planning Permission
Proposed new front porch and two storey side extension.Demolition of existing garage. New front driveway and dropped kerb.
26 Westland Road, Cottesmore.LE15 7DT.
Erection of replacement greenhouse.
The Thatch, 5 Main Street, Cottesmore.LE15 7DH.
Notice of Decision in Respect of a Section 211 Notice Proposing Work to a Tree
or Trees in a Conservation Area
T1 – 1 No. Sycamore – Remove 1st low primary branch extending west. T2 – 1 No. Holly – fell. T3 – 1 No. Lawson Cypress – Fell. G1 – Lawson Cypress – Reduce by approximately 1.5m in height.
The Thatch, 5 Main Street, Cottesmore.LE15 7DH.
Crown reduction of 1 Maple tree – approx. 1.5 metres.
15 The Pastures, Cottesmore. LE15 7DZ.
Rutland County Council District Council decided not to exercise its powers to make a provisional Tree Preservation Order in these instances.
0117/17 FINANCE
Income
Interest 0.34
Mr C Smith – Wayleave 2017 10.00
Expenditure Net VAT Total
Roadman – October 2017 109.85
Elms Landscaping – Garden Maintenance 145.00 29.00 174.00
Biffa Environm. Municipal – Grass cutting 1,140.00 228.00 1,368.00
Biffa Environm. Municipal – Long Meadow Way 42.50 8.50 51.00
LRALC – DPA/FOI Training 35.00
Information Commissioner – Data Protection Registration renewal 35.00
Cottesmore WI – Remembrance Sunday Reception food 150.00
Cottesmore Parochial Church Council – Agreed grant 3,400.00
Clerkʼs Salary – October 2017 574.81
Clerkʼs Expenses – October 2017 23.18
Payment of the expenditure, as detailed above, was proposed by Mr Swain, seconded by
Mrs Patient and agreed.
Account Balances
HSBC Community Account (as at previous meeting £1.20) 1.36
HSBC Business Money Manager (as at previous meeting £12,344.27) 6,433.61
NatWest Business Reserve Account (as at previous meeting £89.91) 89.91
HSBC Money Market Fixed Term Deposit Account (Maturity 4 January 2018) 5,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 13 February 2018) 10,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 3 April 2018) 15,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 13 June 2018) 15,000.00
118/17 OPEN FORUM
Traffic on The Leas
Mr Meara reported a request to make The Leas ‘one-way’ or ‘access only’. It was agreed that this is not necessary but the situation would be monitored.
Hedges Either Side of the Oakham Road
It was reported that the hedges on either side of the Oakham Road on the approach to the village had not been cut in places, particularly where the trees are. The Clerk was asked to contact RCC.
119/17 NEXT MEETING
The next Parish Council meeting will be held on Monday 15 January 2018.
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