MINUTES OF THE MOUNTSORREL PARISH COUNCIL MEETING HELD ON MONDAY 13 NOVEMBER 2017 IN THE PARISH ROOM, LEICESTER ROAD MOUNTSORREL AT 7.30 PM
PRESENT
Councillors: S. Haywood (Chairman)
B. Allard, N. Asher, T. Duffin, D. Emmins,
L. Harper-Davies, P. Harris, M. Lemon,
P. Maguire,F. Newitt, M. Pirt
IN ATTENDANCE
Mrs L Davies – Parish Clerk
Councillor R Shepherd – Charnwood B.C.
Mr W Antill – Planning Consultant
Members of the public x 3
The Chairman announced that this meeting is being recorded
- APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors A. Duffy, D. Slater and J. Capleton.
- MINUTES
The Minutes of the Meeting held on 9 October 2017 (copies of which had previously been circulated) were approved as a true record and signed by the Chairman.
- DECLARATIONS OF INTEREST
None
- PUBLIC PARTICIPATION
Representatives of the Heritage Group congratulated the Parish Council on the success of the Remembrance Day Service particularly the opportunity afforded to local residents to view the new Memorial Centre.
- POLICE REPORT
No report was available.
- BOROUGH COUNCILLOR REPORTS
Councillor R. Shepherd reported the outcome of the application by the War Memorial Trust to the Community Facilities Grant to assist with the completion of Phase 2 of the Memorial Centre project. He reported the disappointment that the scheme was only awarded £7,000 out of the requested £20,000. He circulated a copy of the email he had received from Charnwood Borough Council for information.
Mr W. Antill on behalf of the War Memorial Trust expressed his disappointment not only in the outcome of the application but that Members and Officers of Charnwood Borough Council had not visited the site. He expressed the view that had the application be made taking into account the wider scheme rather than limiting it to Phase 2 the outcome might have been different and that perhaps it would be appropriate to talk to Charnwood Borough Council again. He confirmed there was a Cabinet meeting on Thursday 16 November 2017 and the War Memorial Trust were once again going to invite Members and Officers to visit the site in the hope that they would be able to understand the context of the application in relation to the building.
- COMMUNITY RESILIENCE PLAN
Further to the Meeting of the Parish Council held on 9 October 2017, a presentation was made by Mr Mark Walker of the Charnwood Resilience Team prior to the commencement of the meeting.
RESOLVED that this matter be deferred until 2018/19 when it was anticipated appropriate officer time could be made available.
- INCOME AND EXPENDITURE - 9 OCTOBER – 13 NOVEMBER 2017
The Clerk submitted, for approval, the list of income and expenditure for the period 9 October 2017 to 13 November 2017 (copies of which had previously been circulated to Members.
RESOLVED that the following list of expenditure be approved for payment and the list of income be noted:
DATE / METHOD / INVOICE NO / PAYEE / AMOUNT / DESCRIPTION26.09.17 / Chq 7605 / 4592729 / ESPO / 38.40 / Boots for Cemetery Gardener
15.09.17 / Internet / 736427 / Wicksteed Leisure / 162.76 / Replacement Swing Seat
18.10.17 / Internet / 264/17 / LRALC / 80.00 / Training Fees
16.10.17 / DD / 952326528 / British Gas / 105.31 / Gas Bill – Parish Office
20.10.17 / BACS / 015 – 020 / Mountsorrel Junior F.C. / 795.60 / Halstead Rd Pavilion Cleaning
14.12.17 / DD / 9603554X / Charnwood B.C. / 52.00 / NNDR – Parish Rooms
14.12.17 / DD / 96038395 / Charnwood B.C. / 179.00 / NNDR - Cemetery
14.01.17 / DD / 9603554X / Charnwood B.C. / 52.00 / NNDR – Parish Rooms
14.01.17 / DD / 96038395 / Charnwood B.C. / 179.00 / NNDR - Cemetery
03.10.17 / Internet / 10659 / Open Spaces Society / 45.00 / Annual Subscription
07.11.17 / Internet / 1057 / Hypergalaxy / 39.00 / Website Hosting
09.11.17 / Internet / 2167 / Sportsground Maintenance / 1,737.00 / Grounds Maintenance Contract
31.10.17 / Internet / 1018895 / Brighter Bills / 42.00 / Internet
26.10.17 / DD / 691426851 / Vodaphone / 74.24 / Mobile Phone Contract
27.10.17 / Internet / 141 / MT Supplies / 79.51 / Cleaning Supplies
27.10.17 / Internet / 1027578448 / Siemens / 256.80 / Memorial Centre Metering
30.10.17 / Internet / 58952460 / Charnwood B.C. / 86.40 / Playground Inspection Fees
31.10.17 / Chq 7606 / Bond / Leicestershire C Council / 9500.00 / Bond re: S184 Agreement
01.11.17 / Internet / MP0007 / Astley computers / 280.00 / Computer Installation
28.10.17 / Internet / 1242 / Approved Fire Appliances / 64.80 / Annual Inspection Fees
12.10.17 / Internet / Cemetery Gardener / 53.35 / Re-imbursement re: DIY
24.10.17 / Internet / 1133825038 / Konica Minolta / 81.41 / Photocopying Charges
30.10.17 / DD / 755955 / Water Plus / 14.81 / Water Charges – Cemetery
02.11.17 / DD / Q057 ND / British Telecom / 298.00 / Phone Bill – Parish Office
03.11.17 / Chq 7607 / 16021 / Stepnell Limited / 107,280.00 / Memorial Centre Stage Payment
02.11.17 / Internet / 73350 / Target Hygiene / 180.00 / Hygiene Cont – Memorial Centre
07.11.17 / DD / Q057B4 / British Telecom / 99.00 / Line Charges - Alarm
07.11.17 / DD / Q0571K / British Telecom / 82.08 / Line Charges – Internet
09.11.17 / Chq 7609 / LCM002808 / AON UK Ltd / 3,067.27 / Ins Premium – Memorial Centre
08.11.17 / Internet / 847 / WDA Planning / 1,114.80 / Planning Consultant Contract
27.10.17 / Internet / 03866 / ADI Security Solutions / 4,200.00 / CCTV – Memorial Centre
13.11.17 / Internet / 530 / H. Towell Builders / 255.00 / Repairs – Various Sites
13.11.17 / Internet / 1452 / Firetree / 672.00 / Mowing Contract – The Hills
13.11.17 / Internet / 1451 / Firetree / 246.00 / Clearance – Crown Lane
13.11.17 / Internet / 1450 / Firetree / 738.00 / Clearance – War Memorial
07.11.17 / DD / 777816 / Water Plus / 151.33 / Water charges – Allotments
07.11.17 / DD / 777506 / Water Plus / 262.82 / Water Charges – Halstead Rd
04.11.17 / DD / 762858 / Water Plus / £14.81 / Water Charges - Cemetery
10.11.17 / Internet / 1134137256 / Konica Minolta / 99.97 / Lease Payment – Photocopier
13.11.17 / Chq 7610 / Petty Cash / 52.80 / Petty Cash
STAFF PAYMENTS
DATE / METHOD / INVOICE NO / PAYEE / AMOUNT / DESCRIPTION24.11.17 / BACS / Salary / Parish Clerk / 1,921.50 / Salary
24.11.17 / BACS / Salary / Admin Assistant / 573.24 / Salary
24.11.17 / BACS / Salary / Cemetery Gardener / 402.35 / Salary
24.11.17 / BACS / Salary / Pavilion Caretaker / 1,122.82 / Salary
24.11.17 / BACS / Salary / Caretaker — Offices / 467.13 / Salary
24.11.17 / DD / Pension / NEST / 56.92 / Pension Payments
24.11.17 / Chq 7608 / HMRC / 1,157.25 / NI and Tax Payment
24.11.17 / Internet / Pension / Leicestershire CC / 613.67 / Pension Payments
- BUDGET AND PRECEPT 2018/19
(a)The Clerk submitted her report and proposed budget for 2018/19 (copies of which had previously been circulated to Members) and answered Members questions thereon.
(b)The Clerk circulated a revised page 4 of her report and apologised for the error that had resulted in a miscalculation on the percentage rise.
(c)The Chairman advised that the increase in the precept was necessary because (a) the completion of the Memorial Centre (b) the responsibility for the Library (c) the Halstead Road Project and (d) the practice of the Council of withdrawing funds from its reserves to limit the rise in previous years. He confirmed that over £300,000 had been withdrawn from the Council’s reserves over the past five years as well as £300,000 for the Memorial Centre project. This had resulted in the Council’s general reserve now standing at approximately £58,000.
Councillor M. Lemon proposed, seconded by Councillor D. Emmins, that the budget of £559,270 be approved with £543,970 being raised by way of the Precept. On being put to the vote it was carried by a majority with one abstention. No vote was recorded against the motion.
RESOLVED that the budget of £559,270 be approved with £543,970 being raised by way of the Precept.
- SILBY NEIGHBOURHOOD PLAN
Further to the meeting of the Parish Council held on 9 October 2017, the Clerk reported that Sileby Parish Council were preparing its Neighbourhood Plan and had requested Mountsorrel Parish Council to consider whether there were any matters which it wished to identify that the proposed Sileby Neighbourhood Plan need to address.
RESOLVED that Sileby Parish Council be advised that there were no matters that needed identifying.
- LIBRARY – UPDATE
The Chairman reported on the latest position with regard to the Library project and confirmed that the timetable for assuming responsibility had been revised to 1 February 2018. However, in view of the requirement to have two persons on the premises whilst the Library was open and because Leicestershire County Council had made one member of staff redundant, there was a requirement for a second person to be employed on a temporary basis. Leicestershire County Council had therefore requested that the Parish Council consider funding this additional post until 1st February 2018. There were funds available in the current Library budget. The cost was £95.83 per week. It was anticipated that the additional staff employed for the Memorial Centre could undertake this duty once appropriate training had been undertaken.
RESOLVED that the report be noted and that the funding of the additional post be approved at a cost of £95.83 per week until 1st February 2018 or until such time as the Parish Council had appointed its additional staff for the Memorial Centre and appropriate training had taken place.
- MEMORIALCENTRE WORKING PARTY – 26 October 2017
The Clerk submitted the following Minutes of the Meeting of the Memorial Centre Working Party held on 26 October 2017 (copies of which had previously been circulated to Members):
MINUTES OF THE MEETING OF THE MEMORIAL CENTRE WORKING PARTY HELD ON THURSDAY 26 OCTOBER 2017 AT 7 PM AT THE PARISH ROOM, LEICESTER ROAD, MOUNTSORREL
PRESENT
Councillors: S. Haywood (Chairman)
D. Emmins, P.Harris, M. Lemon, P. Maguire
Councillor L. Harper-Davies – As Observer
Mr W Antill – War Memorial Trust
Parish Clerk
55.MINUTES OF THE MEETING – 27 SEPTEMBER 2017
Noted and approved as a true record.
56.PHASE 2 – CAR PARKING, LANSCAPING, ETC
Mr W Antill
(a)advised on the issue regarding the work required on the entrance to the site and the conflicting advice being received from The Highway Authority, Leicestershire County Council as to whether the developer was required to undertake certain works within the carriageway. It was anticipated that this matter would be resolved by the end of the week.
(b)Reported that the site visit had been undertaken with representatives of Charnwood Borough Council and whilst those who attended were impressed with the facility it was unlikely that Charnwood Borough Council would advance any additional funds to complete phase 2B
(c)advised that the application for £20,000 to the Charnwood Facilities Grant Scheme was due to be determined at the beginning of November 2017.
(d)Circulated a copy of a letter he had received from the Chief Executive of Charnwood Borough Council dated 19 October 2017
(e)Advised that there was going to be a slight delay on the completion of the car park that meant the building would not be ready to hand over on 3 November 2017.
(f)advised that the drawings and costing for the replacement bar were being progressed. He reminded Members that the Parish Council would still be responsible for the costs already incurred. The replacement bar was being viewed as an amendment to the original plans and although the original fit out was not what was expected it was what was ordered following several meetings.
(g)Recommended approaching the contractors to ascertain whether it would be possible to arrange additional training sessions for those Members and Staff who were unable to attend the session that had been organised for 2 November 2017.
(h)Recommended that the Council advise the project managers that in view of the delay in completing the car park the official handover date be re-arranged to Friday 10 November 2017.
(i)Advised that a meeting would need to be arranged with APB, representatives of the War Memorial Trust and the Parish Council to discuss those expressions of interest and business plans received for the two commercial units and the café.
IT WAS AGREED that the report be noted and that contact be made with Stepnell regarding the provision of additional training sessions and the revised date for the hand-over of the building. A meeting be arranged as soon as possible between APB, the Parish Council and the War Memorials Trust.
57.RECRUITMENT – APPOINTMENT OF INTERVIEW PANEL
The Clerk reported that the advertisement for the job vacancies for the two receptionists, premises officer and two cleaners were now out and that the closing date for receipt of applications was 30 October 2017
IT WAS AGREED that Councillors S. Haywood, D. Emmins, M. Lemon and P. Maquire would form the interview panel.
58.CREDIT FACILITY CONTRACT
The Clerk reported that quotations had been received for the provision of credit facilities for the Memorial Hall that included a smart system that would provide the necessary audit trail for the accounting of monies and credit payments received. The two quotations had been received from World Pay and Barclaycard. World Pay was the preferred partner for the Council’s banking provider, Natwest.
IT WAS AGREED that the quotation from Worldpay be accepted at a rental of £126.85 per month plus VAT and transaction charges ranging from 0.91% for debit cards to 2.95% for commercial credit cards.
59.PHOTOCOPIER CONTRACT
The Clerk reported that she had approached the Council’s current provider of photocopier services and the provision of an additional photocopier would be at a cost of £60.39 on a five year contract with copying charges of £0.0021.
IT WAS AGREED that the Clerk be authorised to proceed with the procurement of the additional photocopier from Konica Minolta.
60.WASTE CONTRACT
The Clerk reported that she had received three quotations for the provision of Waste Services at the Memorial Centre with a fortnightly collection rate. The quotations were based on the provision of 2 x 1100 ltr bins, one for general waste and one for recycling.
IT WASAGREED that the quotation from A.E. Burgess & Sons Limited be accepted in the sum of £12.00 per lift for general waste and £6.00 per lift for recycling.
61.HYGIENE CONTRACT
The Clerk reported that she had approached two hygiene service providers, including our current hanging basket contractor, to obtain quotations for the provision of a hygiene bin contract for the new Centre based on 12 units on a monthly service arrangement.
IT WAS AGREED that the quotation from Target be accepted in the sum of £600 per annum.
62.SHIRE GRANT APPLICATION
Mr W Antill confirmed that the additional information requested by Leicestershire County Council had now been obtained.
IT WAS AGREED that the Clerk and Mr W Antill prepare and submit the application at the earliest opportunity.
63.CHRISTMAS FAIR 2017
The Chairman and Councillor M. Lemon outlined the various elements that were taking place on Tuesday 12 December 2017 as part of the Christmas Light Switch On and annual Carol Concert. The Chairman confirmed that in view of the tight timescale it had not been possible to organise a fire work display. The Chairman confirmed that contact had now been made with the Primary School and further information was now awaited.
The Clerk reported that representatives of the Ratby Band were due to tour the building within the course of the next fortnight so that agreement could be reached on performance area and timings.
Councillor Lemon agreed that a temporary bar could be provided should the necessity arise.
IT WAS AGREED to note the report.
64.USER GROUP – UPDATE
The Clerk reported that user group tours had been organised for Monday 6 November at 9 am and Thursday 9 November at 9 am. Representatives of local groups who had expressed an interest in viewing the new centre had been invited including the dance school and representatives of the Sorrel Youth Café, W.I. and Charnwood Borough Council’s Youth Development Officer. Centre Stage were due to visit the new facility on Wednesday 8 November 2017 at 12 Noon with representatives of the Adult Learning Service attending on 15 November 2017.
IT WAS AGREED to note the report.
65.REMEMBRANCE DAY
The Clerk reported that if the Council wanted to provide refreshments for the Remembrance Day Service on 12 November 2017 it would need to arrange this. The Clerk advised that unfortunately she was unable to assist on this day.
IT WAS AGREED that Councillor P. Maguire would volunteer to serve hot drinks from the Community kitchen and the Clerk would arrange for the necessary supplies and provision of cups and saucers.
66.DATE OF NEXT MEETING
The next meeting of the Working Party would be held on 14 November 2017 at 7 pm at the Parish Rooms.
The meeting closed at 9.20 pm
Chairman
RESOLVEDthat the Minutes be received and the resolutions be noted.
- CEMTERY, CONSERVATION AND ENVIRONMENT COMMITTEE MEETING – 30 OCTOBER 2017
The Clerk submitted, for information, the following Minutes of the Meeting of the Cemetery, Conservation and Environment Committee held on 30 October 2017 (copies of which had previously been circulated to Members):
MINUTES OF THE MOUNTSORREL CEMETERY, CONSERVATION AND ENVIRONMENT COMMITTEE MEETING HELD ON MONDAY 30 OCTOBER 2017 IN THE PARISH ROOMS, LEICESTER ROAD MOUNTSORREL AT 7 PM
PRESENT
Councillors: T Duffin (Chairman),
A Duffy, S Haywood, P. Harris
F Newitt
IN ATTENDANCE
Mrs L Davies – Parish Clerk
2 members of the public
- APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors P. Maguire and M. Pirt.
- DECLARATION OF INTEREST
The Chairman declared a non-prejudicial interest as the landowner adjacent to the Council’s Cemetery and as a customer of Farm(ing) Supplies of Loughborough and Councillor S. Haywood declared a non-prejudicial interest in relation to the items on the agenda affecting The Green.
- PUBLIC PARTICIPATION
(1)Members of the Mountsorrel Heritage Group
(a)raised concerns regarding the Council’s Mowing Contract in respect of The Peace Garden and the brambles surrounding the War Memorial on Castle Hill.
(b)Requested an up-date on its request for a contribution of £250.00 in 2018/19 towards the cost of maintenance of the Peace Garden.
(2)The Chairman advised that the issue of the brambles and the Mowing Contract were items for discussion on the agenda and agreed to allow the representative of the Heritage Group to speak at the appropriate time.
(3)Councillor S. Haywood advised that the request for a contribution of £250.00 had been included in the budget for 2018/19 but this had not yet been approved by the Council.
- CEMETERY
(a)Cemetery Regulations – The Clerk requested that the Committee consider an amendment to the current cemetery regulations in relation to (a) the qualification of resident status when a former resident has had to leave the Parish for the purposes of care and (b) when the exclusive rights to a grave have been surrendered.
(b)Tree Work – The Clerk reported on the quotations received from Beavertree Work and Little Acorns for the tree work required at the cemetery, namely the cutting back of a large overhanding tree and the reduction of three large yew tree bushes.
(c)Badgers – The Clerk reported that the problem of the badgers was still persisting. The Cemetery Gardener had obtained a quotation to provide materials and supplies for a battery-operated fence in the sum of £740.00 from Farm(ing) Supplies Loughborough Limited.
The Chairman advised that he currently had electrified fencing adjoining the Cemetery and that he would be prepared to allow the Parish Council to use his supply as an interim measure to ascertain whether the solution was effective.