Councillors T. Bridges of Lincolnshire County Council

MINUTES OF THE FULL COUNCIL MEETING OF HOLTON-LE-CLAY PARISH COUNCIL HELD AT THE VILLAGE HALL, PINFOLD LANE, HOLTON-LE-CLAY AT 7.00PM ON MONDAY 20th JULY 2015

Present:

Councillor P. Rowntree (Chairman), Councillor H. Reynolds (Vice-Chairman), Councillor B. Clifton, Councillor T. Hill, Councillor S. Weller, Councillor W. Wright.

PCSO Sally Hewitt and PCSO Justin Mekkaoui of Louth Rural Policing Team

Three members of the Public

In Attendance: Lucy Waller, Clerk to the Parish Council.

The Meeting opened at 19.00

42. CHAIRMAN’S WELCOMING COMMENTS:

Councillor P. Rowntree welcomed all present and explained that there had been no scheduled meeting of Full Council in June.

43. TO RECEIVE APOLOGIES FOR ABSENCE AND RESOLVE TO ACCEPT:

Apologies for absence were received from Councillor T. Aldridge of East Lindsey District Council.

44. TO RECEIVE DECLARATIONS OF INTEREST:

Councillor P. Rowntree and Councillor H. Reynolds informed all present that in relation to item 60, they were committee members of HLC MERC.

45. TO APPROVE THE MINUTES OF THE LAST FULL COUNCIL MEETING HELD ON THE 18TH MAY AND THE PUBLIC AND PRIVATE MINUTES OF THE EXTRAORDINARY MEETING HELD ON THE 8TH JUNE AS CORRECT RECORDS.

It was proposed by Councillor P. Rowntree and seconded by Councillor B. Clifton that the Minutes of Full Council on 18th May 2015 be approved as a correct record. VOTE all in favour.

RESOLVED the Minutes of Full Council on 18th May 2015 be approved as a correct record.

It was proposed by Councillor T. Hill and seconded by Councillor B. Clifton that the Public and private minutes of the extraordinary meeting 8th June be approved as a correct record. VOTE all in favour.

RESOLVED the Public and private minutes of the extraordinary meeting 8th June be approved as a correct record.

46. TO NOTE THE PROGRESS OF THE ACTIONS FROM PREVIOUS MEETING/S:

Members noted the Actions it was highlighted that Councillor T. Hill would be happy to have a meeting with 365 Solar and Councillor H. Reynolds would be happy to attend also.

Following a vote it was RESOLVED that Councillors Hill and Reynolds arrange a meeting with 365 Solar.

It was also highlighted that the Cemetery Sign remained an outstanding issue.

47. TO ADJOURN THE MEETING FOR THE PUBLIC FORUM

The meeting was adjourned at 19.05

Matters raised during the public forum were:

A request to clearly state agenda numbers.
A request for an onsite meeting between Councillors and Parish Garden Holders – This was arranged for 1pm on Tuesday 28th July.
The minutes of meetings- It was revealed that the minutes of the meetings were only placed online after they were approved at the next meeting of Full Council, as only at that point did they become an official record.
There was a public objection to the cost of maintenance of the football pitches on the 8 Acres field being met by the Parish Council while no reimbursement was received from H.C.C.A – The Parish Council are investigating the future of the Chance to Share Agreement and Councillor T. Bridges was to make enquiries with Lincolnshire County Council.
Enquiry as to the necessity to obtain planning permission to build a wall- it was advised that this would be dependent on the size of the wall and any covenants in the area, it was therefore best to contact ELDC planning department for further information.
It was suggested that the Public Forum be held later in the Agenda.
It was highlighted that there were still issues with the newly resurfaced roads especially following heavy rain. It was agreed that Councillor S. Weller would photograph problem areas following heavy rain and forward them to Lincolnshire county Council.
It was suggested that the Chalk Boards at the front Of the Village Hall be used to advertise Parish Council Meetings as well as the need for more Councillors. – It was explained that the boards were not the property of the Parish Council but a request would be made to HLC MERC to allow use of the boards.

48. TO RECEIVE A REPORT FROM THE COUNTY COUNCILLOR:

Councillor T. Bridges asked that should the Parish Council require assistance with any Lincolnshire County Council issues that they inform him.

He reiterated that he would contact the LCC Chief Executive regarding the lack of response from LCC in relation to the Chance to Share Agreement.

Councillor Bridges informed Members that he would be attending the Ecology Scrutiny the next day, which he chaired, items for discussion would be maximising growth of the area including road improvement, fuel rebate scheme and Skills and employment.

Councillor T. Hill made enquiries about improvements to the A16 as it was anticipated that loads would increase in line with development in Grimsby and the road haulage association predicted higher use of A roads.

Councillor Bridges was not aware of this but would be happy to meet with the road haulage association if Councillor Hill arranged it.

49. TO RECEIVE A REPORT FROM LINCOLNSHIRE POLICE:

PCSO Sally Hewitt delivered the following report:

Report for Holton le Clay parish council meeting – July 2015

8 x Suspicious Incidents – mainly regarding a male who was going door to door selling paintings – he was checked by Police and found to have the relevant documentation to allow him to doorstep sell. Another one regarding an attempt telephone scam.

4 x Domestic Incidents

6 x Concern for Safety – all safe and well

1 x Violence – enquiries ongoing

4 x Vehicle offences – two vehicles had concrete thrown through them, on different evenings and nothing stolen from inside. One vehicle was left unlocked and money stolen from within.

4 x thefts – three were thefts from shops and the other was theft of three bikes which were left outside down the side of a property, the padlock on the gate was cut to gain access to the side of the house.

3 x Burglary – one to a dwelling on Picksley Crescent where entry was gained and keys to a vehicle and other items stolen, the vehicle was then also stolen however has since been recovered. One to a shed on the allotments. And one garage burglary where two push bikes have been stolen.

2 x ASB – one involving children falling out and the other involving children playing football and causing damage to a nearby garden.

2 x Admin incidents – nothing of note.

PCSO Hewitt and Mekkaoui then responded to questions from Members. From the responses Members gained the following information:

The increase in crime in Holton-le-Clay was not disproportional to similar surrounding villages.
Increased patrols and updates had been put in place.
Lincs alert and Holton News were being used to promote basic crime prevention by the public.
The crime was sporadic and no evidence was available to tie any of the crimes to any individual.
No bullying in the Junior Playing field or on the 8 acres had been reported to the police but they would increase patrols of these areas over the summer holidays and in September visits to Schools would recommence.

50.PLANNING MATTERS EAST LINDSEY DISTRICT COUNCIL.-

PLANNING PERMISSION/APPEAL DECISION FOR NOTING ONLY:

N/085/00612/15-9 HOLTON MOUNT- FULL PLANNING PERMISSION

N/085/00903/15-19 CLAY LANE-FULL PLANNING PERMISSION

PLANNING INSPECTORATE APPEAL DECISION –HOLTON GRANGE FARM, STATION ROAD-N/085/01086/14- APPEAL ALLOWED

The above permissions were noted.

PLANNING APPLICATION CONSULTEE COMMENTS REQUIRED:

N/085/00883/15 HOLTON PARTNERSHIP- LAND EAST OF LOUTH ROAD-HYBRID APPLICATION OUTLINE ERECTION OF UP TO 300 HOUSES WITH MEANS OF ACCESS TO BE CONSIDERED & FULL PLANNING PERMISSION FOR CHANGE OF USE.

It was highlighted that the Parish Council and N.D.P Steering group had put a huge amount of work into researching this development and compiling a table of concerns in regard to the application.

The suggested response was tabled and it was proposed by Councillor H. Reynolds and seconded by Councillor T. Hill that the suggested response be sent to E.L.D.C planning department along with a full table of concerns.

VOTE all in Favour. It was resolved that the response to E.L.D.C read:

The Holton-le-Clay Parish Council feels unable to support the Outline Planning Application at this point in time. This substantial complex hybrid outline planning application will have a major impact on character of the village and how it works and operates. Parish Council requires more comprehensive information and further consultation to be able to make considered and well informed decisions.

N/085/01245/15 MR. B. PRINCE -14 BELMONT-REAR GROUND FLOOR EXTENSION TO EXISTING DWELLING TO PROVIDE A KITCHEN , UTILITY, BEDROOM, DRESSING ROOM AND BEDROOM ON THE SITE OF EXISTING SUNROOM WHICH IS TO BE REMOVED.

Members discussed the application and has no objections to this application it was proposed by Councillor W. Wright and seconded by Councillor H. Reynolds that a consultee comment in support of the application be sent to East Lindsey District Council.

VOTE all in favour. RESOLVED a consultee comment in support of the application be sent to East Lindsey District Council.

N/085/01058/15 MR. J. WHARTON – 1 PELHAM ROAD- ERECTION OF A 1.2 METRE HIGH FENCE ON THE FRONT BOUNDARY AND ERECTION OF A 1.8 METRE HIGH FENCE ON THE SOUTHERN BOUNDARY.

Members discussed the application and felt that while they had no objection to the fence on the southern boundary the suggested height of the fence to the front boundary was not in-keeping with the local area. It was proposed by Councillor T. Hill and seconded by Councillor S. Weller that the consultee comment sent to East Lindsey District Council be in opposition due to the proposed height of the front boundary.

VOTE all in favour, RESOLVED the consultee comment sent to East Lindsey District Council be in opposition due to the proposed height of the front boundary.

51.TO CONSIDER CHANGE OF ELECTRICITY PROVIDER:

Members had been provided with a report detailing quotes from three suppliers covering a range of contract lengths. It was proposed by Councillor B. Clifton and seconded by Councillor W. Wright that the supplier be changed to e-on on a one year fixed contract.

VOTE all in favour, RESOLVED the supplier be changed to e-on on a one year fixed contract.

52.TO RESOLVE TO ADOPT NEW FINANCIAL REGULATIONS:

It was proposed by Councillor W. Wright and seconded by Councillor T. Hill that the New Regulations based on the NALC model financial regulations be adopted.

VOTE all in favour, RESOLVEDthat the New Regulations based on the NALC model financial regulations be adopted.

53.TO REVIEW AND ADOPT THE MODEL STANDING ORDERS:

It was proposed by Councillor W. Wright and seconded by Councillor B. Clifton that the following be removed from the Standing Orders:

3 e) “in respect of the business on the Agenda”

3 i) “and stand when speaking (except when a person has a disability or is likely to suffer discomfort).”

VOTE all in favour RESOLVED the above be removed from the standing orders. It was unnecessary to adopt the Standing orders as they were adopted for the council year on 18th May 2015.

54.TO REVIEW AND ADOPT THE FOLLOWING POLICIES:

FREEDOM OF INFORMATION
DATA PROTECTION
DISCIPLINARY POLICY
EQUAL OPPORTUNITIES
GRIEVANCE
HEALTH AND SAFETY
HARASSMENT
LONE WORKER
PRESS AND MEDIA
SAFEGUARDING

Copies of the above new policies and re-edited copies of the Safeguarding, Equal opportunities and Press and Media policies were provided to Councillors prior to the meeting. It was proposed by Councillor H. Reynolds proposed that the new policies and re-edited policies be adopted, this was seconded by Councillor S. Weller.

VOTE all in favour, RESOLVEDthe new policies and re-edited policies be adopted.

55.TO REVIEW AND ADOPT THE DOCUMENT MANAGEMENT SYSTEM:

Councillors had received copies of the proposed document management system prior to the meeting. It was proposed by Councillor T. Hill and seconded by Councillor H. Reynolds that the document management system be adopted.

VOTE all in favour RESOLVED the document management system be introduced.

56.TO REVIEW AND ADOPT SUGGESTED COMMITTEE SYSTEM AND TO MAKE APPOINTMENTS TO COMMITTEES IF REQUIRED:

The following committee system was suggested:

FINANCE COMMITTEE – dealing with Budgets, Precept, Council Assets, and financial Audits.

HR COMMITTEE- dealing with Employees/Personal, Appraisals, Complaints and Grievances.

LEISURE COMMITTEE- dealing with Memorials, Junior Playing field, 8 Acre field and Parish Gardens.

CONTRACTS AND VILLAGE AMENITIES- dealing with Cemetery, Village Hall and grass cutting.

It was proposed by Councillor B. Clifton and seconded by Councillor H. Reynolds that the above committees be adopted and that no appointments be made at this time.

VOTE all in favour, RESOLVED thecommittees be adopted and that no appointments be made at this time.

57. PROPOSEDBY COUNCILLOR REYNOLDS- THAT £4500 BE TRANSFERRED FROM THE BURIAL BOARD BANK ACCOUNT TO THE GENERAL BANK ACCOUNT TO COVER THE COST OF CEMETERY UPKEEP FOR 2015 IN ORDER TO FREE UP FUNDS FOR OTHER USES:

Members noted that the balance in the Burial board account as of the 30th June was £8238.61 which was higher than the anticipated need of the Cemetery. It was highlighted that this would free up money for other needs in the Village such as additional bins.

The proposal was seconded by Councillor W. Wright, VOTE all in favour.

RESOLVED £4500 be transferred to the General bank account from the burial board account.

58.PROPOSED BYCOUNCILLOR REYNOLDSTHAT A SKIP BE HIRED TO CLEAR WASTE FROM 2 ABANDONED PARISH GARDENS, AFTER WHICH IT CAN BE USED BY OTHER PARISH GARDENERS.

Members noted that following a site visit it had been identified that a skip would be necessary to clear 2 Parish Gardens of waste materials left by previous tenants. It was highlighted that from December 2015 when new tenancies were issued a clause would be added to make tenants responsible for the cost of any waste clearance required after their tenancy had ceased.

The proposal was seconded by Councillor T. Hill. VOTE all in favour. RESOLVED a skip be hired.

59. PROPOSED BYCOUNCILLOR ROWNTREE THAT THE CLERK IN CONSULTATION WITH THE CHAIRMAN HAVE DELEGATED POWERS TO WRITE TO RESIDENTS REQUESTING ACTION IN RELATION TO TREES/HEDGES THAT ARE OBSTRUCTING PUBLIC FOOTPATHS/ HIGHWAYS.

Members noted that this would remove the necessity to deal with these issues by resolution of Full Council. The proposal was seconded by Councillor W. Wright. VOTE all in favour. RESOLVED the power be delegated to the Clerk.

60. PROPOSED BY COUNCILLOR HELEN REYNOLDS THAT £500 BE AWARDED TO HLC MERC, UNDER SECTION 137 OF THE LOCAL GOVERNMENT ACT 1972, IN SUPPORT OF ENTERTAINMENT AT THE VILLAGE SUMMER FAYRE.

Members noted this was budgeted for in the 15/16 annual budget and thatthis would pay for the hire of a fairground organ (£100), a bouncy castle (£45)and provision of a magician/punch and Judy show (£155), belly dancers (£80) and clog dancers (£50).

The proposal was seconded by Councillor T. Hill. VOTE all in favour RESOLVED £500 be awarded to HLC MERC.

61. PROPOSED BY COUNCILLOR REYNOLDS THAT BUSINESSES BE APPROACHED TO REQUEST DONATIONS TOWARDS NEW VILLAGE NOTICE BOARD/BOARDS.

The proposal was seconded by Councillor B. Clifton. VOTE all in favour RESOLVED local businesses be approached to request donations towards new village notice boards.

62. TO AUTHORISE PAYMENT FOR THE ANNUALROSPA INSPECTION OF JNR PLAYING FIELD COST £89 PLUS £35 IF ACCOMPANIED.

It was proposed by Councillor H. Reynolds and seconded by Councillor S. Weller that Councillor T. Hill accompany the Inspector and that the fee of £124 be paid. VOTE all in favour

RESOLVED that Councillor T. Hill accompany the Inspector and that the fee of £124 be paid.

63.MAINTENANCE ISSUES:

A)CONDITION REPORT OF PARISH COUNCIL OFFICE ELECTRICS WAS DUE MAY 2015 – AMJ QUOTED COST AT £160 PLUS VAT.

It was proposed by Councillor B. Clifton and seconded by Councillor T. Hill that AMJ be requested to perform the condition report.

VOTE all in favour. RESOLVED that AMJ be requested to perform the condition report.

B)FOOTBALL TEAM THAT USE THE 8 ACRES HAVE REQUESTED RESEEDING AND ROLLING PRIOR TO THE START OF THE SEASON IN AUGUST.

Members noted that despite the lack of remuneration from H.C.C.A it was the duty of the Parish Council to maintain the football pitches. It was proposed by Councillor P. Rowntree that the Parish Council fund this maintenance for this year only and efforts be made to resolve issues with the chance to share agreement. This was seconded by Councillor T. Hill.

VOTE all in favour RESOLVED the Parish Council fund this maintenance for this year only and efforts be made to resolve issues with the chance to share agreement.

C)TO NOTE- COMPLAINT RECEIVED FROM HLC MERC IN REGARD TO DRAINAGE ISSUES IN CAR PARK- QUOTES BEING SOUGHT PRIOR TO FURTHER DISCUSSIONS.

Members noted the issue.

D)A PIECE OF GUTTERING IS MISSING FROM A CORNER OF THE FRONT OF THE VILLAGE HALL BUILDING. THIS COULD LEAD TO DAMP AND STRUCTURAL ISSUES:

It was proposed by Councillor P. Rowntree and seconded by Councillor B. Clifton that the necessary repairs be made.

VOTE all in favour. RESOLVEDthat the necessary repairs be made.

64. FINANCIAL MATTERS- PAYMENTS FOR AUTHORISATION: